Executive Administrative Assistant Job at Casino Pauma in Pauma Valley

SUMMARY:
Under the direction of the General Manager, the Executive Administrative Assistant is responsible for performing specific administrative responsibilities/duties, including assistance with project management tracking, document control, and calendar management of the Leadership Team (as requested). Additional responsibilities include the preparation of assigned reports, analytics, and projects, drafting memos, notices, meeting minutes and preparing correspondence.

ESSENTIAL SKILLS, DUTIES & RESPONSIBILITIES:

• Assists with document control for Casino Projects (agreements, invoices, contracts).
• Support other departments as requested (i.e., Marketing donations mailers).
• Support the General Manager, including calendar management, fielding telephone/calls and messages, and responding to requests.
• Plans travel/training arrangements for members of Leadership team, including preparing itineraries and working through purchasing for payment of flights and assisting with travel reimbursements.
• Provides administrative and clerical support including answering telephones, assisting visitors/guests, and resolving and/or referring a range of administrative problems and inquiries.
• Composes and edits correspondence and/or memoranda from dictation, verbal direction or from knowledge of established policies.
• Prepares, transcribes, composes, types, edits, and distributes agendas and minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities.
• Prepares or assists in preparing scheduled and/or ad hoc statistical and narrative reports by performing basic information gathering and analysis, as specifically directed.
• Establishes, maintains, and updates files, databases, records and/or other documents.
• Develops and maintains data and performs routine analyses and calculations involved in preparing recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail and prepares timely responses to a variety of routine written inquiries.
• Operates standard office equipment and uses required software applications.
• Monitors, orders and inventories all office supplies and equipment.

This job description is only meant as a summary of the typical functions of this role, it should not be considered as an exhaustive or comprehensive list of all possible responsibilities, tasks and duties. Casino Pauma retains the right to change or assign other duties to this position.

MINIMUM QUALIFICATIONS:
• Three years of executive support experience is required.
• Demonstrated ability to solve problems while exhibiting sound judgment.
• The interpersonal skills to influence and build relationships across the property.
• Experience in quickly identifying issues and recommending solutions to business problems in a fast-paced environment.
• Ability to organize and prioritize own work, in a setting with frequent and rapid priority and assignment changes and additions coming from multiple sources.
• Ability to read and interpret documents, such as financial reports, legal documents, safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to respond to questions effectively and cordially from groups of managers, clients, customers, media and the general public.
• Knowledgeable of Microsoft Office Suite with advanced proficiency in Excel (required); other software a plus
• Professional in presentation, with excellent discretion, confidentiality, decorum and the ability to interact with people on all levels.
• Ability to independently initiate, follow up on, and completes assignments and special projects.
• Ability to write correspondence and take/transcribe minutes, letters, memos, etc. to provide written documentation of information
• Ability to maintain confidentiality and use good judgment and tact.
• Ability to take direction from multiple members of Leadership as appropriate.