Administrative Assistant

4 weeks ago

Orlando, United States Margaritaville Full time
Job DescriptionJob DescriptionDescription:

JOB OVERVIEW: Directs and performs administrative, communications and office duties, and supports company executives by performing the following duties:


  • POSITION DESCRIPTION:
  • The nature of this position requires employees to be on-site at the office.
  • Directs and coordinates administrative services, which may include office clerical and support services, printing, and messenger services, telecommunications, maintenance, purchasing and security.
  • Handle inbound and outbound mail: open, date stamp, sort, and distribute: take initiative to handle routine matters which do not require direct input from Managers.
  • Provide telephone coverage for calls and assist in facilitating timely response, as needed.
  • Responsible for the maintenance of office equipment and supplies.
  • Plans, administers and controls budgets for contracts, equipment and supplies.
  • Supports the Human Resources corporate staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.
  • Takes meeting minutes and action items during executive meetings and performs basic follow-up.
  • Assists in development of presentations.
  • Coordinates the printing of distribution materials.
  • Drafts financial, statistical, narratives, and/or other reports as requested.
  • Maintains calendar and coordinate scheduling of appointments.
  • Arranges detailed travel plans for office team and itineraries for MITs as well as restaurant openings and training events.
  • Prepares reports of travel expenses and looks for compliance with company travel standards.
  • Prepares expense reports and audits same.
  • Analyzes internal processes, recommends and implements procedural or policy changes to improve operations, such as supply changes or the disposal of records.
  • Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
  • Sets up and oversees administrative policies and procedures for offices and/or organization.
  • Adheres to all company policies and procedures as established in the Staff Member Handbook.
  • Performs other duties as assigned.
Requirements:

SKILLS/EXPERIENCE:

  • Three (3) years administrative or clerical experience coupled with typing speed of at least 45 correct wpm
  • Strong knowledge of Microsoft Office products, expertise in Word, Excel and PowerPoint.
  • Good spelling and grammar skills.
  • Good written and verbal communication skills and the ability to interact professionally with other departments and outside contacts.
  • Strong customer service skills
  • Must have a high level of confidentially
  • Ability to complete a heavy workload and handle multiple tasks in a fast-paced environment with minimal supervision.
  • Must be positive, proactive and flexible, and must possess a strong attention to detail
  • Good judgment and decision making abilities.

EDUCATIONAL REQUIREMENTS:

  • High School Diploma or GED required.
  • Minimum of Associate’s Degree/Bachelor’s Degree preferred.

OTHER:

Minimal travel required

The characteristics described below are representative of those that must be met by a staff member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements

  • This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Work Environment

  • See Job Description This job operates in an office setting. This role is routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

LANGUAGE SKILLS:

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to effectively present information and respond to questions from groups of managers, clients, and guests.
  • Expressing or exchanging ideas or instructions by the spoken word.
  • Bi-lingual preferred (English-Spanish).


MATHEMATICAL SKILLS

  • Ability to add, subtract, multiply, and divide in all unites of measure, using whole numbers, common fractions, and decimals.

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