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Job Description
Executive Assistant
Position Summary
This position will serve as the communication hub for Aquarium operations in a professional and courteous manner. This role will also deliver a positive guest experience, by providing accurate information in the most efficient way possible. This position will assist the Director in all office management and administrative tasks. In addition, this role will have a heavy involvement in the coordinating and execution of the aquarium activations.
Duties & Responsibilities
· Maintain the CAD sales point inventory.
· Assist the Executive Director.
· Manage invoice approval process. Send invoices to accounting in a timely manner.
· Answer all phone calls for CAD. Transfer calls or take messages as appropriate.
· Answer general questions in a timely and accurate manner, keeping guest relations as a top priority.
· Utilize web-based software to keep track of all incoming guest emails and respond in a timely manner.
· Distribute incoming US mail, delivery and courier packages. Place correct postage on outgoing US mail and have mail ready for pick-up by the designated time each day.
· Manage vendor relationships and be the point of contact with other delivery and courier vendors. Assist the management team in animal deliveries.
· Maintain an inventory of office supplies and place replacement orders as needed.
· Assist the animal team with the procurement of supplies. Enforce the supply ordering procedure as needed.
· Keep up to date with all new animals within the Aquarium.
· Work with animal care team to create signage for exhibits.
· Update the internal calendar with all events, groups, birthdays, and anniversaries.
· Assist Administrative Coordinator in group bookings as needed, including drafting LOAs and taking payments.
· Assist in event planning, organizing, and execution of events. Collaborate with the Director to order supplies and complete event prep ahead of schedule.
· Be the “day-of” point of contact for the events to ensure its success.
· Administer team parking passes. Keep employee vehicle list up to date.
· Assists in recording procedures or instructions for departmental organization strategies by creating appropriate documentation.
· Assist staff members with preparation of materials that can be efficiently handled at the reception desk. May include database input as well.
· Work closely with all internal and external departments to foster an outstanding and seamless guest experience throughout CAD.
· Be part of a team that motivates and inspires each other to perform at their very best, through respect and frequent communication.
· Runs errands as necessary.
· Assist in other departments as required.
Experience, Skills & Qualifications
· Previous experience in a customer, retail or guest services position preferred.
· Excellent verbal and communication skills required.
· Strong listening, presentation and decision-making skills.
· Ability to anticipate guests’ needs.
· Technically minded, with ability to learn web-based customer service software.
· Creative problem solver who thrives when presented with a challenge.
· Energetic and eager to tackle new projects and ideas.
Abilities
The individual must possess the following abilities to perform the essential functions of the job, with or without reasonable accommodation, using some or a combination of the abilities.
· Ability to sit for long periods of time.
· Ability to read, listen and communicate effectively in English, both verbally and in writing.
· Ability to access and accurately input information using a moderately complex computer system.
· Hearing and visual ability to observe and detect signs of emergency situations.
· Ability to lift and carry up to 30 pounds.
Other
· Upon employment all team members are required to comply with the standards, rules and regulations, which may be established by the Company and updated from time-to-time. Team members who violate property rules or have irregular attendance will be subject to disciplinary action, up to and including termination of employment.
· The leisure business functions seven days a week. Due to the seasonal nature of the industry, team members may be required to work varying schedules, weekends, holidays and overtime to reflect the business needs of the property. Team members may also be required to attend group and/or department meetings in addition to the work shift as necessary.
· This job description is not an exclusive or exhaustive list of all job functions that a team member in this position may be asked to perform.
Salaried or Hourly
Hourly
Job Types: Full-time, Part-time
Pay: From $16.00 per hour
Schedule:
Ability to Commute:
Work Location: In person
Part Time | Full Time
$75k-96k (estimate)
05/10/2024
09/05/2024
The job skills required for Executive Assistant include Customer Service, Communication Skills, Office Management, Accounting, Decision Making, Communicates Effectively, etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Assistant. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.