Administrative Assistant & Guest Services Specialist

Company Description

French Lick West Baden is a resort community that has been offering Indiana getaways for over 100 years. Guests are welcomed with gracious hospitality, ultimate luxury, and a variety of opportunities for indulgence. The community has a strong tradition of welcome and aims to create a place where generations of families can call home.

Role Description

This is a full-time on-site role located in West Baden Springs, IN for an Administrative Assistant. The Administrative Assistant will be responsible for providing administrative support, managing phone calls with proper etiquette, communicating effectively, and utilizing clerical skills to assist in daily operations. Executive administrative assistance tasks may also be required (up to 50%).

Key Responsibilities:

• Serve as the first point of contact for visitors, partners, and stakeholders—in person, by phone, and via email.
• Maintain a clean, welcoming front office environment and visitor center experience.
• Manage scheduling, calendars, and meeting logistics for the Executive Director.
• Prepare correspondence, reports, presentations, and other documents as needed.
• Maintain and organize digital and physical filing systems.
• Track inventory and order office supplies, brochures, and promotional materials.
• Support data entry for tourism tracking, partner engagement, and social media content calendars.
• Assist with grant reporting and administrative aspects of community partnerships.
• Coordinate board meeting materials and take meeting minutes.
• Provide support during events, tours, and CVB-sponsored activities.
• Perform other duties as assigned to support the CVB’s mission and hospitality efforts.

Qualifications

• High school diploma or equivalent required; associate degree or administrative certification preferred.
• 2 years administrative experience, preferably in tourism, hospitality, or nonprofit setting.
• Excellent verbal and written communication skills; Strong organizational and multitasking abilities.
• Proficiency with Google Suite (Docs, Sheets, Forms, etc); experience with Canva, Constant Contact, or similar platforms a plus.
• Friendly, professional demeanor and EXCEPTIONAL customer service mindset.
• Ability to work independently, manage time effectively, and stay cool under pressure.
• Must maintain an active drivers license and a vehicle with proof of insurance.
• Subject to background check and drug test.

Physical Requirements:

• Must be able to lift and carry up to 25 pounds occasionally (e.g., boxes of brochures, event supplies).
• Ability to sit, stand, walk, bend, and reach as needed for typical office and visitor center tasks.
• Must be able to operate a computer and other standard office equipment.
• Occasionally assist with setup and teardown of community events, requiring light physical labor.

Schedule & Compensation:

• Typically Monday-Friday, offering some flexibility with occasional nights or weekends for events/travel.
• Hourly rate based on experience; full benefits, including PTO and insurance, package available after introductory period.
• Opportunities for organizational growth and professional development are available for motivated candidates.

How to Apply: Submit a resume and cover letter as a single PDF here on LinkedIn or as an email to info@visitfrenchlickwestbaden.com Applications accepted until the position is filled.

The Orange County Convention & Visitors Bureau is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, ethnicity, religion, sex (including pregnancy, gender identity, or sexual orientation), national origin, age, disability, genetic information, veteran status, economic status, or any other protected status under the law.

We strongly encourage applicants from all backgrounds—including LGBTQ individuals, people of color, veterans, and individuals with disabilities—to apply. We believe that a welcoming workplace leads to stronger communities and better outcomes for everyone we serve.