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Executive Assistant

4 months ago

Provo, United States Sundance Resort Full time

s u n d a n c e

Job Title: Executive Assistant

Department: Admin

Reports To: President & General Manager

Rate of Pay: DOE

Shift: M-F 9:00 AM - 5:00 PM, occasional evenings and weekends. Able to work long hours as needed/scheduled. Full time year round position.

FLSA Status: Salary, Non-exempt

SUMMARY

The Executive Assistant assists the General Manager with various administrative duties, such as phone calls, electronic correspondence, paperwork, and special projects as they intersect with all departments at the resort as well as with the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assist General Manager with day to day operations.

Provide administrative support and coordination for General Manager, C Suite members, and Storyteller Ownership.

Proactively manage the General Manager's schedule and filtered inbox.

Anticipate and meet needs of General Manager.

Assist with General Manager's schedule and scheduling meetings.

Act as a liaison between department managers and General Manager.

Arrange flights, hotel, and car reservations for trips.

Coordinate visit details for Storyteller Ownership, Storyteller Investor Partners, and various VIPs related to the General Manager and Storyteller Ownership as requested. Make note of visit details and coordinate amenities and amenity cards with General Manager and the Concierge team.

Assist VIP guests as needed.

Serve as a representative of the Resort.

Assist the Programming department with the coordination and preparation of various Programming events that the General Manager is involved in throughout the year.

Schedule internal meetings for senior leadership and management as requested.

Answer high volume of incoming telephone calls.

Respond promptly and professionally to general telephone/email/mail inquiries.

Provide clear, accurate, and pleasant telephone/email communication. Qualify incoming calls before passing along callers to General Manager.

Assist with and respond to emails on behalf of the General Manager.

Create drafts of letters for General Manager and other needed communication.

Create presentations for the General Manager and C Suite members as requested.

Assist with special projects as needed.

Schedule and coordinate Podcast interviews. Manage the setup of Podcast equipment and audio recordings. Transfer audio recordings to Podcast producer.

Assist with daily administrative duties.

Attend various meetings, take and distribute meeting minutes.

Perform clerical duties such as typing, scanning, copying, filing, taking meeting minutes, sending out collateral.

Assist with needed research.

Sort incoming mail and process as needed.

Filter, process, and track donation requests.

Handle correspondence and coordination of approved donation and trade requests.

Process Experience Certificate, Lodging Certificate, and Business Card requests.

Run errands as needed on and off property.

Keep the office and Think Tank area's stocked and tidy.

Maintain and upkeep all office equipment, order and pick up supplies.

Manage invoices, POs, check requests, and other miscellaneous paperwork.

Act as a liaison between guests and management by answering questions and addressing concerns; follow through either to resolution or refer to the appropriate manager.

Handle and respond to guest feedback on Trip Advisor, Yelp, Google+, etc.

Display excellent verbal and written communication skills and manage multiple projects and responsibilities with ease.

Maintain a positive working environment and attitude by being pleasant, out-going, self-motivated, and career minded individual.

Be well organized, detail-oriented, have great initiative, multi-tasking skills, and act independently and as part of a team in a fast paced environment.

Maintain confidentiality.

Share the Sundance story of land preservation and environmental commitment with guests as the opportunity arises.

Support the Resort recycling program.

DISCLAIMER This is a general description of this job. All employees of Sundance Mountain Resort will be required to perform any task that is asked of him/her within legal and ethical parameters and company policy.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); two to four years related experience and/or training; or equivalent combination of education and experience.

A strong background in customer service and hospitality with excellent phone, computer, and customer service skills with demonstrated attention to detail.

Prefer prior experience.

TECHNICAL SKILLS

Must be computer proficient in Microsoft 365: Microsoft Outlook, Word, Excel, PowerPoint, and general internet navigation. Proficient typing skills (minimum 40 w.p.m.).

CERTIFICATIONS, LICENSES, REGISTRATIONS

Must possess a valid U.S. Drivers' License in good standing as determined by Sundance's Insurance Company guidelines.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

OTHER QUALIFICATIONS

Must be at least 18 years of age.