Position Overview:

The Executive Administrative Assistant is responsible for supporting the General Manager and includes but is not limited to serving as a poised and professional initial point of contact for the property. The position is responsible for scheduling, organizing for GM, and assisting in various assignments, projects. This person, beyond all others, ensures we are executing projects, processes and progress. Project management and turning visions/initiatives into reality are key components of this role.

About Cote Family Companies: www.cotefamily.com

For over 100 years, this family-owned company has distinguished itself by providing unique, transformative experiences and exceptional memories. Our resorts provide an array of services including accommodations, golf, spa food & beverage, retail, equestrian and conference/event 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 work environment and experience for our team. CoteCares is the namesake for our culture, and our commitment to a culture where all associates feel respected, safe, empowered, appreciated, excited, included 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:

This role is critical to the operation, its processes and progress. The role will expose the incumbent to various areas of the resort’s operation. The role will aexpand as the property expands.

Position Overview:

The Executive Administrative Assistant is responsible for supporting the Managing Director and includes but is not limited to serving as a poised and professional initial point of contact for the Administration Office. The position is responsible for scheduling, organizing for MD, and assisting in various assignments, projects. The role will involve developing subordinates and may involve developing/training other associates throughout the property. This person, beyond all others, ensures we are executing projects, processes and progress.

Duties & Responsibilities: 

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

• Reviews/filters GM requested approvals (ie Purchase Order Requisitions), then discusses them with then Managing Director prior to securing approval
• Understands property/company processes, and ensures all administrative assistants understand and can execute them.
• Places initiatives into action via project planning, and action-oriented steps
• Greets/assists visitors, vendors, executives and ascertains their nature of business, and ensuring needs are met.
• Supports (and, where appropriate, advises) Managing Director, while providing some additional support to other key executives/officers.
• Demonstrate discretion and tact in preparing, disclosing, and handling confidential information.
• Communicates effectively with all levels of management and team members within the organization.
• Reviewing and communicating Guest Reviews and information out of Revinate
• Must cultivate strong relationships with others by responding and resolving matters promptly.
• Assists in the preparation of meetings: organize materials and agendas, prepare visuals/handouts, handle meeting logistics, and ensure that meeting attendees are informed.
• Organizes, facilitates meetings/training sessions to drive execution of initiatives, projects, processes. 
• Attends weekly Lead Team and GVL Senior Leadership Meetings, prepare meeting agendas, and record and prepare meeting minutes.
• Coordinates donation programs, fielding requests, and presenting them to MD for review and approval.
• Develops and maintains an organized and detailed filing system.
• Coordinates General Manager’s schedule by managing, prioritizing, and monitoring calendar. 
• Manages, considers, and responds to donation requests received via email, phone, fax, online, and face-to-face.
• Supervises business travel arrangements for Grand View Lodge associates (at the direction of MD), including the coordination of travel arrangements, negotiations with vendors, and oversight of travel budgets within established policies. 
• Other duties as may be assigned.

Job Requirements:

• Ability to maintain the utmost in confidentiality.
• Outstanding attention to detail, organization, decision making, and analytical skills.
• Self-starter, innovator, results-driven with ability to meet both short- and long-term business goals
• Ability to manage time well, meet imposed deadlines, and ability to work flexible hours
• Innovative and change-driven with a high sense of urgency.
• Proven problem-solving skills with the ability to maintain composure in stressful situations.
• This position requires the ability to stand, and walk, 7 to 8 hours at a time, climb stairs, reach, and bend.
• The position may also require the ability to lift over 25 pounds occasionally.

Education & Experience 

• At least five (5) years of relevant experience.
• Hospitality and/or exec support experience required.
• Degree in Administration or related field
• Project Management/Presentation skills desired
• Proficient in Microsoft Office programs, the Internet, and email.