What are the responsibilities and job description for the Camp Administrative Assistant position at Camp Lincoln-Camp Lake Hubert?
Position Overview:
The Administrative Assistant provides comprehensive equal administrative support to both Camp Lincoln and Camp Lake Hubert, ensuring their collective efficient operation. This role requires the ability to manage diverse administrative tasks with a high level of professionalism, discretion, and exceptional organizational skills. The Administrative Assistant will work for both Camp Lincoln and Camp Lake Hubert, and will be required to spend equal amounts of office hours daily at each camp.
About Cote Hospitality: www.cotehospitality.com
For over 115 years, this family-owned company has distinguished itself by providing unique experiences and exceptional memories. Our resorts provide an array of services, including accommodations, conference/event, equestrian, food and beverage, golf, retail, and spa opportunities. Our camps provide transformational memories that our attendees carry with them forever. The Cote Family has invested in its current ventures and is poised for further growth.
COTECares
CoteCares is our “Way of Life”. We believe in enriching the lives of those within our community, and this inspires us to create transformative experiences and exceptional memories. Our associate journey begins and ends with a positive experience and work environment for our team. CoteCares is the namesake for our culture, and our commitment to a culture where all associates feel appreciated, empowered, excited, included, respected, safe, and a sense of belonging to something extremely special. Whether it be through community involvement or internally working with each other, CoteCares expresses our world and what we want it to be.
Career Pathing and Growth:
This role is a key associate, responsible for ensuring the organization’s prosperity from the perspective of camp administration and camper/parent relations. With exposure to all aspects of the business and needs, the role will grow within the division as succession opportunities present themselves.
Duties and Responsibilities:
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Trains and manages the seasonal office staff members working at each camp during the summer.
- Creates and manages the daily schedules for the seasonal office staff members working at each camp.
- Required to split equal office hours between each camp every day.
- Manage Payment Cycle – establishing charges, dealing with non-payments, mailings, and sending reminders, etc.
- Responsible for collecting and organizing all alumni and camper documentation generated through CampMinder 2.0, received through the U.S. Mail, etc.
- Mailing out all correspondence
- Oversee Camper Enrollment Processing
- Assist Camp Directors with outgoing email communication and letters, including those sent through the U.S. Mail
- CampMinder 2.0 Lead Contact for the two camps, including distribution of mass emails, monitoring the general email inbox of camp, and updating communication templates.
- Following up with Camp Families on Required Camper Forms
- Works Extended Hours on all Camper Arrival and Departure Days
- Weekly NCRF Follow Up
- Creating/maintaining Weekly Camper Enrollment Charts
- Handling voicemails (call forwarding/message taking)
- Cleansing/maintaining system database
- Maintaining camper folders
- Maintaining Office cleanliness and organization
- Transferring communications/resetting communication for directors
- Setting up cohesive, organized templates for the operation
- Updating all communication templates annually (enrollment season, summer, new camper, spring prep)
- Check the accuracy of each camp’s Petty Cash Amount daily.
- Performs other administrative duties as assigned.
Job Requirements:
- Demonstrated ability to maintain the highest level of confidentiality.
- Exceptional attention to detail, analytical, decision-making, and organizational skills.
- Proven problem-solving abilities and composure under pressure.
- Excellent written and verbal communication skills.
- Proactive, results-oriented, and self-motivated
- Strong time management skills and the ability to meet deadlines.
- Adaptable and responsive to change.
- Ability to bend, climb stairs, reach, stand, and walk for extended periods.
- Ability to lift up to 25 pounds occasionally.
Education and Experience:
- Minimum of three (3) years of relevant administrative experience.
- Experience in recreation, summer camp, and/or executive administrative support is required.
- Bachelor's Degree in Administration or a related field is preferred.
- Proficiency in CampMinder 2.0, HRIS Systems (e.g., ADP), and Microsoft Office Suite
- Project management and presentation skills are desirable.
Salary : $20 - $25