Administrative Assistant - Tours

Cape Fox Tours is seeking an experienced Administrative Assistant to support the exciting area of Tours within Cape Fox Corporation. The CFT Administrative Assistant (AA) provides direct administrative and operational support to the Tours General Manager. The AA ensures smooth daily operations by coordinating schedules, supporting staff communication, maintaining documentation, assisting with customer interaction, and handling routine administrative functions. The Administrative Assistant is a key supporter in helping the Tours General Manager oversee tour operations, retail support, and guest experience.

The typical work schedule would involve starting at either 7 or 8 AM and working until 3 to 5 PM depending on the day. The position might require driving to various tour sites to assist with deposits, supply pick ups, and deliveries, and other errands for managers.

When in the office, tasks typically would include occasional phone calls with vendors and partners plus scheduling, food/beverage ordering, sales (processing, correspondence, confirming, etc.), and emailing correspondence with ships.

This position is seasonal until October 31. The hourly rate for this position has been established at $23 to 25.

The above rate represents the company’s good faith and reasonable estimate of the possible compensation at the time of posting. This job will be posted until filled or withdrawn.

Duties include:

• Utilize knowledge of Company Policies and Procedures.

• Provide administrative support to the Tours General Manager, including scheduling, correspondence, and routine communication.
• Assist with coordinating daily, weekly, and seasonal work schedules for tour and retail staff.
• Help prepare, organize, and maintain departmental documents, reports, and logs.
• Support onboarding tasks by assisting with completion and submission of new-hire paperwork.
• Maintain accurate records such as employee files, work permits, inventory logs, and operational documents.
• Assist with general supervision tasks by relaying information, following up on assignments, and supporting staff communication on behalf of the General Manager.
• Support the setup, organization, and closing procedures related to tours and retail operations.
• Assist with customer inquiries, guest service support, and resolving routine customer issues.
• Support the Tours General Manager with community engagement and communication with local businesses or partners.
• Help prepare materials for training, staff meetings, and operational updates.
• Track and organize inventory documentation, supplies, and necessary departmental resources.
• Help maintain and update standard operating procedures, job descriptions, and internal guidelines.
• Provide general office support including filing, data entry, calendar organization, and internal communication.
• Perform other duties as assigned to support tour operations and administrative needs

• High school diploma required, some college preferred.
• 1 – 3 years of administrative, office support, or hospitality / tourism experience
• Valid Driver’s License and good driving record required

• Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.
• Knowledge of company policies and procedures.
• Strong organizational abilities with an ability to develop and establish record and file keeping procedures.
• Ability to operate computer and proficient with MS Office applications.
• Ability to multi-task daily and be adaptable in a fast-paced, dynamic environment.
• Must maintain confidentiality and be reliable.