Training and Development Administrative Assistant

Job Title 

Training and Development Administrative Assistant 

Classification 
Exempt 

Reports to 
Director of Training and Development 

Job Description 

The Training and Development Administrative Assistant provides administrative support to the Training and Development department by coordinating training activities, maintaining training records, scheduling sessions, and preparing materials. This role also assists with the development and implementation of team member learning programs while ensuring accurate documentation and efficient day-to-day operations. 

Essential Functions 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

1. Administer the Learning Management System (LMS), to include onboarding, course assignments, content updates, and completion reporting 

1. Manage the ALOHA training text platform, including weekly video distribution, user maintenance, attendance tracking, and reporting. 

1. Coordinate and schedule ALOHA Culture Meetings and Pop-Up ALOHA sessions across all properties 

1. Partner with Human Resources to facilitate new hire orientation by preparing training materials, assisting team members with LMS completion, and provide follow up reports 

1. Monitor training compliance and provide leadership with regular reports on course completion and assessment results 

1. Assist in the development, editing, and maintenance of training programs and materials to support team member growth and performance 

1. Coordinate meetings manage assigned projects, and administrative support for the Director of Training and Development team 

1. Maintain records of Continuous Improvement action plans and support departmental project management initiatives 

1. Research and evaluate technology solutions, including Microsoft 365 Copilot, to improve departmental efficiency and effectiveness, while being aware of current trends and best practices 

1. Attend weekly ALOHA Culture Meetings  

1. Perform other related duties as assigned 

Competencies 

1. Excellent verbal, written, and presentation skills 

1. Excellent time management and organizational skills, with the flexibility to effectively manage changing priorities and competing deadlines 

1. Advanced analytical and problem-solving abilities 

1. Ability to work independently while maintaining professionalism, integrity, and confidentiality 

1. Knowledge of office procedures, recordkeeping, and filing systems 

Supervisory Responsibility 

This position has no supervisory responsibilities. 

Work Environment 

This position operates in office settings, as well as a hotel and food & beverage setting. This role routinely uses standard office equipment such as computers, phones, and photocopiers. 

Physical Demands 

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. 

While performing the duties of this job, the team member is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The team member is frequently required to stand, talk, and hear. 

PHYSICAL ENVIROMENTAL DEMANDS: 

• Walk- Under 2/3rd of the time 

• Stand- Under 2/3rd of the time 

• Sit- Over 2/3rd of the time 

• Use hands to fingers, handle or feel- Over 2/3rd of the time 

• Reach with arms and hands- Over 2/3rd of the time 

• Climb or balance- Up to 2/3rd of the time 

• Stoop, kneel, crouch or crawl- Under /3rd of the time 

• Talk or hear- Over 2/3rd of the time 

• Taste or smell- Up to 2/3rd of the time 

• Lift minimum of 5lbs.-75 lbs.- Under 2/3rd of the time 

• Adherence to all policy and procedures delineated in the ICONA Resorts Handbook 

Position Type/Expected Hours of Work 

This is a full-time position. This role requires forty plus hours to include nights, weekends, and holidays. 

Travel 

There is less than 20% of travel. 

Required Education and Experience 

1. Associates degree or equivalent combination of education and experience 

1. Two years’ Administrative Assistant experience  

1. Proficiency in Microsoft Office 365, Microsoft Office Pilot, and advanced skills in Excel & Word 

1. Prior working knowledge of Training and Development as well as Learning Management Systems 

1. Ability to research, develop, implement, and support effective training programs 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.