JOB DESCRIPTION SUMMARY

Performs administrative duties and support of a confidential nature for the General Manager, King’s Creek Resort.

DUTIES AND RESPONSIBILITIES

• Answer and screen phone calls, greet and assist visitors, and handle internal and external email correspondence efficiently
• Organize calendars, schedule appointments and meetings, book travel arrangements, and manage conference calls .
• Maintain both physical and digital filing systems, prepare reports, draft documents (memos, presentations, minutes), and distribute communications

• Assist with invoices coding, reconciliation, and submission to Accounting department.

• Oversee office supplies, coordinate maintenance of office equipment, manage petty cash and basic bookkeeping, and support vendor communications
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• Prepare agendas, take meeting minutes, assist with event planning and project coordination, and handle research or data entry tasks as needed

• Assist and prepare recruitment requisitions as instructed by GM.
• Facilitate/coordinate staff, Executive and Director meetings including preparing meeting room, printing meeting materials and writing meeting minutes, if needed.
• Maintain resort records as instructed.
• Monitor various reports for indications of errors (Guest Ledgers, Source of Business, etc.)
• Assist GM with monthly Operational Summary Materials, gathering information and details from Department heads, Exchange Affiliate’s, and any other sources.
• Assist GM with reserve project submittal documents and materials.
• Other duties as they develop and assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High School Diploma or GED required.
• Two (2) years of administrative work experience required.
• Background in hospitality field preferred.
• Knowledge of standard office practices, procedures, routines, and equipment.
• Knowledge of all Microsoft® Office products and proficient in the usage of.
• Knowledge of computers and skilled in the usage of.
• Knowledge of all departmental functions.
• Knowledge of email and memo etiquette.
• Basic knowledge of vacation ownership operations.
• Excellent organizational and planning skills.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to comprehend, interpret, and apply rules and regulations in accordance with established policies and procedures.
• Ability to accurately prepare detailed forms and documents.
• Ability to proofread documents.
• Ability to effectively convey information to managers/supervisors and/or employees.
• Ability to exercise good judgment and maintain confidentiality of critical and sensitive information, verbal conversations, financial matters, personnel records and reports.
• Ability to demonstrate excellent interpersonal skills using tact, patience, and courtesy.
• Ability to work independently and seek out answers on own, self-starter.
• Ability to establish and maintain effective working relationships with peers, employees, and management.
• Ability to assist and support others.
• Ability to work under pressure with frequent interruptions.
• Ability to a maintain professional appearance and demeanor, reflective of a positive impact on the Resort and SDC.
• Must be punctual in reporting to work and starting duties.

OPTIONAL SKILLS A PLUS:

• Knowledge of Spinnaker Resorts and/or the timeshare industry