Executive Administrative Assistant

Company: Garden of the Gods Club
Location: Colorado Springs
Posted on: November 22, 2021

Job Description:

Position Summary - To support the activities of the Managing Director (MD) by providing ongoing administrative support and completing special projects. Acts in the role of a high profile ambassador of Garden of the Gods Collection by always representing the property in a positive manner. Essential Functions -

• Prepare and edit correspondence, communications, presentations and other documents.
• Design and maintain databases of key relationships and trace/track/recognize preferences and special milestones.
• File and retrieve documents and reference materials as requested by the MD.
• Conduct research, collect and analyze data to prepare reports and documents to include but not limited to weekly task lists and performance-related metrics for key executives.
• Manage and maintain executives' schedules, appointments and travel arrangements.
• Prepare pre-meeting materials for MD for standing meetings.
• Arrange and coordinate meetings and events specifically related to the MD, including but not limited to high profile member events, high profile wellness events, and high profile community events both on/off property.
• Record, transcribe and distribute minutes of executive-level construction and design meetings.
• Monitor, screen, respond to and distribute incoming communications for the MD.
• Answer and manage incoming calls for the MD.
• Receive and interact with incoming visitors for the MD.
• Liaise with internal staff at all levels.
• Interact with external clients. Position Requirements - Minimum Knowledge: Requires thorough knowledge of a specialized or technical field, including standard office administrative practices and procedures. May compile objective and measurable data and produce reports. May require operating knowledge of manufacturing or computer equipment, or may require broad knowledge in clerical or service areas.Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.Key Competencies: Organizational and planning skills; communication skills; information gathering and monitorng skills; problem analysis and problem-solving skills; judgment and decision-making ability; initiative; confidentiality; positive and proactive; team member; attention to detail and accuracy; adaptability.Formal Education and Job-Related Experience This position requires a minimum formal education of a high school diploma (bachelor's degree preferred) and a minimum of three (3) years job-related experience in providing administrative support at an executive level.License, Registration, and/or Certification Required: Valid driver's license.Potential certification as Certified Administrative Professional (CAP), Certified Professional Secretary (CPS) or event specific certification. External and Internal Personal Contact -Communications Daily: Verbal and WrittenWeekly: Participating in meetingsTeamwork and Collaboration: This job is part of a formal work team within the department. Use of Judgment -Problem Solving: Identifiable - Information is clear but further investigation often is required in order to define problems and proceed. Often requires modifying existing procedures / precedents within established policy.Guidance: General guidelines and references are used with some discretion. Projects are assigned with latitude for decision making and setting of priorities. Specific problems should be referred to the executive team for clarification of policies and procedures before proceeding.

Keywords: Garden of the Gods Club, Colorado Springs , Executive Administrative Assistant, Administration, Clerical , Colorado Springs, Colorado