Administrative Assistant

Position Summary

Performs all general administrative duties to include answering phones, maintaining files and data entry for the Sales Department; also ensures smooth operation of department by assisting the staff with day to day tasks and achievement of their goals.

Example of Duties

Essential Functions

1. Handle all department phone calls and emails in a courteous, efficient manner. Take and deliver telephone messages accurately, legibly and promptly.  Make every attempt to assist callers to provide quality customer service.
2. Handle distribution of all incoming and outgoing department paperwork promptly and efficiently.
3. Type all correspondence via oral, written or mechanical dictation making no errors and in a timely manner.  Proof-read and review all correspondence before presentation for signature.  Ensure that correspondence is sent out daily and to the correct location.
4. Maintain all department files, update existing files and create new files as necessary.
5. Stay current and up to date with the daylight system, running daily, weekly and monthly reports as required.

Supportive Functions

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions.

• Assist on site groups with special needs, contact appropriate department ASAP with guest requests, i.e. Banquets, Audio Visual, Kitchen, Housekeeping, etc.
• Call client contacts 72 hours prior to function for final guaranteed numbers.  Create and distribute appropriate change sheets.
• Do daily reader boards.
• Assist as needed daily catering functions such as the nightly issue, banquet checks, the weekly issue, and follow up calls.
• Create programs and spreadsheets as required.
• Report any suspicious persons or activities immediately.
• Other duties as assigned by the supervisor such as cross training when necessary.

Knowledge, Skills, and Abilities

The individual must possess the following knowledge, skills and abilities to be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to effectively deal with internal and external guests; some of whom will require high levels of patience, tact ad diplomacy to defuse anger to collect accurate information and resolve conflict. 
• Ability to listen effectively and to speak and write English.
• Ability to operate a photocopier machine and facsimile machine and computer skills to include word processing, spreadsheets or other “office” products.
• Ability to follow instructions, directions, and meet deadlines.
• Thorough organization and time management skills to complete tasks efficiently and timely.
• Ability to stand, walk, sit to continuously perform the essential functions of the job.  Visual and hearing ability to detect and respond to emergency situations.
• Excellent knowledge of English grammar and spelling.

Experience

Previous administrative experience preferred.

Education

High school diploma or equivalent required. College degree preferred.

Salary : $17