The Administrative Assistant will be responsible for providing administrative support to our Director of Finance, our People Services Manager and any other Executive Team members as directed. With a keen eye for detail and a commitment to excellence, the Administrative Assistant collaborates seamlessly with all divisions, ensuring the resort’s effectiveness and overall success. The ideal candidate will be focused on delivering exceptional service to both internal and external guests.

The primary responsibility for this role is to provide high-level administrative support. This includes planning and scheduling meetings and appointments, organizing and maintaining paper and electronic files, managing special projects, conducting research, and assisting with any other operational requests. To be successful in the role the individual must understand the importance of maintaining confidentiality and security of specified hotel information, correspondence, financial reports, and files.

• Keeps a list of pending tasks, ideas and projects and reviews with the affiliated leader on a regular basis.
• Responds to inquiries from our guests, clients and vendors
• Investigates discrepancies and develops procedures to eliminate them
• Assists with planning, execution and coordination of events for the business
• Fields phone calls and maintains relevant contact information
• Facilitates communications to the management team.
• Manages office correspondences; email, phone calls, mail, invitations, office supplies, employee onboarding including drafting of correspondence and coordination of mass mailings.
• Performs general administrative duties such as faxing, copying, typing correspondence, research, etc., on a daily basis.
• Works on miscellaneous projects as directed.
• Develops complex spreadsheets, transforming raw information into visual aids that empower the Executive Team to make informed, strategic decisions.
• Maintains office equipment and orders all office supplies (Birchstreet) for the department including printer and copier supplies and paper.
• Cultivates a safe, clean, and meticulously organized work area.
• Interacts with resort associates in a professional manner and assists with requests and scheduling meetings.
• Performs other duties as assigned.

Qualifications:

• Two or more years of administrative experience required, hospitality experience preferred.
• Must be able to read, write and speak English and to accurately follow both verbal and written instructions.
• Must be able to work in a fast-paced environment with the ability to multitask.
• Must be detail-oriented with a high level of accuracy.
• Must be highly proficient with Microsoft Outlook, Word, Excel and Adobe Acrobat.
• Must be able to organize and prioritize job responsibilities and meet deadlines.
• Must be able to work with a high-level of autonomy.
• Must have excellent listening and communication skills.
• Must be professional in appearance and demeanor.
• Must have a passion for creating an exceptional experience for all guests.
• Ability to work flexible hours, including occasional weekends and holidays.

Physical Requirements and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be capable of frequently carrying, lifting. pushing or pulling up to 10lbs, occasionally lifting 25lbs. Bending and moving intermittently. Use fingers to grasp, move or type. Must be able to balance, stoop, kneel, crouch, bend, stretch and twist or reach. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus.
• While performing the duties of this job, the employee will be exposed to an indoor working environment and the noise level in the workplace is usually low.
• Typical equipment used include but are not limited to computers, POS systems, handheld devices, phones and household cleaning supplies.

As a valued member of the CoralTree team, you'll receive a comprehensive benefits package that includes:

• An employee assistance program.
• Accruals of CA Paid Sick Leave
• Participation in a 401(k) plan with a company match.
• Team member complimentary room night program.

Join us in creating unforgettable experiences for our guests, building vibrant communities, and shaping the future of travel and hospitality.

Wage Range: $25.00 - $30.00 per hour