Executive Assistant Job at Colonial Downs Group LLC in Dumfries

The Executive Administrative Assistant is responsible for facilitating the efficient operation of the Executive Team and provides high-level administrative support by performing a variety of clerical and administrative tasks.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Provides high-level administrative support and assistance to the Executive Team and/or other assigned leadership staff.
• Performs clerical and administrative tasks including managing schedules, drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations.
• Schedules and may attend meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses and the use of petty cash.
• Responsible for training and developing Administrative Assistants.
• Performs other duties as assigned.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to maintain the highest level of confidentiality and professionalism.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent organizational skills and attention to detail.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 60-75 words per minute.
• Ability to work independently.
• Ability to deal with both guests and fellow team members in a professional and courteous manner, promoting positive customer relations for all by providing prompt, courteous and efficient service.

REGULATORY AND COMPLIANCE RESPONSIBILITIES:

In addition to the other duties described herein, each Team Member has the following responsibilities related to compliance with laws and regulations.

• Attend required training sessions offered by the Company.
• Obtain and retain required license(s).
• Perform the duties described in compliance with local laws and regulations.
• Take the necessary steps to ensure minors are not allowed to gamble or loiter in gambling areas, drink alcoholic beverages, or purchase tobacco.
• Have knowledge of the ordinances, regulations, laws, policies, and procedures relating to the Team Member’s department.
• Have knowledge of the Property’s programs to address problem gaming.
• Report any acts of wrongdoing of which the Team Member may have knowledge.

EDUCATION, TRAINING, AND EXPERIENCE:

• Bachelor’s degree or equivalent work experience preferred.
• 5 years of experience in an administrative role.
• Proficient in Microsoft Office Suite or related software.

Certificates, Licenses, and Registrations: Virginia Racing Commission License

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform 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 frequently required to sit or stand; walk; use hands to finger reach, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee may also be required to lift, push, and pull up to 25lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The employee is subjected to circulate throughout the assigned areas, including the smoking area, actively observing players and functioning of machines.

A review of this description has excluded the marginal functions of this job which are incidental to the performance of fundamental job duties. All duties or requirements are essential job functions. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be expected to follow any other job-related instruction and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.

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