JOB SUMMARY

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit.

ESSENTIAL FUNCTIONS

• Keep records and execute administrative policies determined by or in conjunction with the Division Vice President and Hospitality Team
• Adhere to and promote GSI Hospitality Standards.
• Manage VP and Hospitality Manager’s calendar and independently schedule appointments.
• Screen incoming calls and correspondence, and respond independently when possible.
• Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
• Create and maintain database and spreadsheet files for revenue management and Sales and marketing.
• Run all required weekly and monthly reports for analysis and distribution
• Act as an onsite Human Resources : maintaining and executing changes to employee files, recruiting, CORE oversight
• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings for VP and Hospitality Managers
• Maintain office equipment and supplies. 
• Required to learn new software systems and become proficient as assigned
• Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments. Operate multi-extension phone system.
• Ability to travel , if required ,a s needed by Division
• Perform administrative tasks as assigned by VP and Hospitality Managers.
• Maintain awareness of safety issues, and report them immediately to your manager. 

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

• High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position. 
• Ability to calculate basic mathematical figures.
• Computer proficiency with the ability to utilize Microsoft Outlook, excel, Teams, Wordpress
• Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit at a desk for the entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch. 
• Use hands and arms to reach for, grasp, and manipulate objects.

EQUIPMENT USED

• Typical office equipment (computers, laptop, printer with scanning capabilities, copiers, among others).