The posting lists $50,000–$50,000 a year.

Executive Administrative Assistant - $50,000.00 at Kingsmill Resort (Williamsburg, Virginia, United States)

In short

The Executive Administrative Assistant provides comprehensive administrative support to the General Manager and executive team, including scheduling, financial record keeping, and project management. The role also involves managing office operations, coordinating guest services, and acting as a liaison between internal departments and external stakeholders.

What they're looking for

MUST-HAVE SKILLS

Administrative supportFinancial record keepingMeeting coordinationDesktop publishingVisual presentationsSocial media managementProject managementProofreading

ALSO MENTIONED

Administrative AssistantExecutive SupportFinancial Record KeepingMeeting MinutesDesktop PublishingSocial Media ManagementProject ManagementMicrosoft WordMicrosoft ExcelMicrosoft Outlook

Candidates must have a high school diploma and prior experience in project coordination and working with all levels of management. Proficiency in Microsoft Office programs and the ability to maintain confidentiality and handle complex administrative tasks are required.

About Kingsmill Resort

WEBSITE

kingsmill.com

/company/kingsmill-resort

Questions about this role

Is this Kingsmill Resort role remote?: Tagged on site.
What does it pay?: The posting lists $50,000–$50,000 a year.
Does it sponsor visas?: Listed as no visa sponsorship.
What experience does it ask for?: Listed as 2-5 years.

The posting, in full

Executive Administrative Assistant Summary:  Under the direct supervision of the General Manager (GM), the Executive Administrative Assistant provides administrative support for the GM and the executive management team. In addition to providing administrative support, this position will perform duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. Responsibilities: <ul style="margin-top: 0in;" type="disc"><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the GM and other Executives. Gather, create and assemble meeting collateral as needed. Take and distribute meeting minutes.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Performs desktop publishing. Creates and develops visual presentations for the GM.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Establishes, develops, maintains and updates filing system for the GM and the G&A department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals, magazines, correspondence, etc.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Organizes and prioritizes large volumes of information and calls.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manages social media responses for Trip Advisor and other guest survey/response platforms.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Sorts and distributes mail. Opens mail for the GM. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Answers phones for GM. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior General Managers and chiefs. Handles confidential and non-routine information and explains policies when necessary.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the GM, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manages the postal meter. Runs end of the month postage reports.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance, writing checks and balancing the liquor checking account. Submits some invoices and contracts for payment.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Guest Services...provides services to internal and external guests responding to requests for information and addressing issues. Make reservations for Escalante Home Office, Investors, ICON members and other VIPs for visits. Coordinates room keys to be printed. Performs pre-arrival room inspections and makes appropriate amenity requests.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Maintain Outlook calendar(s) of GM and VP’s for meetings, conference calls and activities. Update management meeting schedule, PBX list and organization chart.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Complete daily and monthly reports as needed.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Gather, sort, read and approve monthly donation requests. Send approved certificates, denied letters and maintain master logs for tacking and redemption of certificates. Send guest invite back letters and purchased gift letters and track in the master logs.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Maintain company vehicles for cleaning, setting up maintenance calls and schedule of vehicle availability. Renew registrations and register new vehicles as they are purchased. Maintain EZ Pass account.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manage corporate accounts with FedEx, Staples, Amazon, Ricoh and guest response systems.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Assist other departments with projects as needed.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Perform other duties as requested.</li></ul>   Qualifications:<ul style="margin-top: 0in;" type="disc"><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Must be flexible and have excellent interpersonal skills,</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Possess thorough knowledge of general office procedures</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to maintain confidentiality about all aspects of job</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to complete tasks accurately and efficiently</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Proficient using various Microsoft Office programs including Word, Excel and Outlook</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to use Internet for various job-related functions</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to learn comprehensive knowledge of property/department operation, personnel, procedures and policies</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Possess organizational skills</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Must have professional appearance</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to sit for long periods of time – 60% of workday for an 8 hour shift</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to climb stairs – 5% of workday, lift boxes of materials of 25 – 50 lbs – 5% of workday, walk, reach, stand, as necessary to perform job duties</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">High School Diploma</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Past project coordination experience</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Prior work experience with all levels of management</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Capable of working nights, weekends, holidays to complete tasks as required</li></ul>

▶ READ THE FULL POSTING

Executive Administrative Assistant Summary:  Under the direct supervision of the General Manager (GM), the Executive Administrative Assistant provides administrative support for the GM and the executive management team. In addition to providing administrative support, this position will perform duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. Responsibilities: <ul style="margin-top: 0in;" type="disc"><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the GM and other Executives. Gather, create and assemble meeting collateral as needed. Take and distribute meeting minutes.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Performs desktop publishing. Creates and develops visual presentations for the GM.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Establishes, develops, maintains and updates filing system for the GM and the G&A department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals, magazines, correspondence, etc.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Organizes and prioritizes large volumes of information and calls.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manages social media responses for Trip Advisor and other guest survey/response platforms.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Sorts and distributes mail. Opens mail for the GM. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Answers phones for GM. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior General Managers and chiefs. Handles confidential and non-routine information and explains policies when necessary.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the GM, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manages the postal meter. Runs end of the month postage reports.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance, writing checks and balancing the liquor checking account. Submits some invoices and contracts for payment.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Guest Services...provides services to internal and external guests responding to requests for information and addressing issues. Make reservations for Escalante Home Office, Investors, ICON members and other VIPs for visits. Coordinates room keys to be printed. Performs pre-arrival room inspections and makes appropriate amenity requests.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Maintain Outlook calendar(s) of GM and VP’s for meetings, conference calls and activities. Update management meeting schedule, PBX list and organization chart.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Complete daily and monthly reports as needed.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Gather, sort, read and approve monthly donation requests. Send approved certificates, denied letters and maintain master logs for tacking and redemption of certificates. Send guest invite back letters and purchased gift letters and track in the master logs.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Maintain company vehicles for cleaning, setting up maintenance calls and schedule of vehicle availability. Renew registrations and register new vehicles as they are purchased. Maintain EZ Pass account.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Manage corporate accounts with FedEx, Staples, Amazon, Ricoh and guest response systems.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Assist other departments with projects as needed.</li><li class="MsoNormal" style="mso-list: l1 level1 lfo1; tab-stops: list .5in;">Perform other duties as requested.</li></ul>   Qualifications:<ul style="margin-top: 0in;" type="disc"><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Must be flexible and have excellent interpersonal skills,</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Possess thorough knowledge of general office procedures</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to maintain confidentiality about all aspects of job</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to complete tasks accurately and efficiently</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Proficient using various Microsoft Office programs including Word, Excel and Outlook</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to use Internet for various job-related functions</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to learn comprehensive knowledge of property/department operation, personnel, procedures and policies</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Possess organizational skills</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Must have professional appearance</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to sit for long periods of time – 60% of workday for an 8 hour shift</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Ability to climb stairs – 5% of workday, lift boxes of materials of 25 – 50 lbs – 5% of workday, walk, reach, stand, as necessary to perform job duties</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">High School Diploma</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Past project coordination experience</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Prior work experience with all levels of management</li><li class="MsoNormal" style="mso-list: l0 level1 lfo2; tab-stops: list .5in;">Capable of working nights, weekends, holidays to complete tasks as required</li></ul>

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Executive Administrative Assistant - $50,000.00

In short

What they're looking for

About Kingsmill Resort

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Questions about this role

The posting, in full

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