Job Description

The Executive Assistant will provide administration and office assistance across the divisions of the Corporate Resort Operations Team. This position will coordinate and management with administrative or office needs.

To perform this job successfully, an individual must be able to perform each essential duties and responsibilities satisfactorily. Additionally, the person must possess and adhere to the following core company values:

• Integrity
• Passion
• Work Ethic

RESPONSIBILITIES:

• Manage SVP scheduling, communication, and travel coordination.
• Draft original and routine correspondence for SVP’s signature.
• Manage deliverables to the SVP and provide any necessary reporting.
• Create and edit presentation, documents and reports for the SVP as required.
• Plan, prepare materials and aid the SVP for meetings.
• Support the SVP’s participation in staff meetings, departmental meetings, leadership meetings; take notes and follow up action items related to such
• Ensure confidentiality at all time.
• Analyzes and organizes office operations and procedures such as reports, preparation of payroll, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Researches and develops resources that create timely and efficient workflow.
• Records, files, stores, and retrieves data.
• Processes expense reports for the SVP and Direct Reports.
• Reviews and approves expense reports on behalf of the SVP.
• Supports the Corporate Resort Operations Team Leaders.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timelines.
• Assists management and is responsible for the on-boarding and termination process of the department.
• Develop relationships with key operational contacts, both internal and external.
• Stays informed and up to date of all Westgate Resorts and CFI initiatives, policy changes and updates to ensure department is aware.
• Leads team member engagement events and activities and arranges and coordinates Town Hall meetings for the department. Research and execute of team building activities.
• Ensure safety standards are followed throughout the department and building. Reports any issues with department or building to Corporate Facilities group.
• Must work diligently to gain knowledge and experience to execute the role to its full potential.

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.

• Keen attention to detail with ability to track and manage multiple projects at one time.
• Skilled and proficient in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Outlook, Word, Excel, Power Point, Project, Visio, etc.).
• Knowledge of systems applications: SharePoint, Oracle Fusion, ADP preferred but not required.
• Skilled in data entry and proofing of text and numerical entries.
• Ability to act efficiently on last minute projects.
• Demonstrated ability to coordinate and facilitate the completion of large administrative projects in a timely manner, including meeting strict deadlines.
• Familiarity working with organizational budgets.
• Proactive, service-oriented, and an easy-going personality.
• Self-starter with demonstrated ability to work both independently and within a team.
• Ease in getting along with team members at all levels.
• Curiosity and a constant interest in learning.
• Excellent execution; a perfectionist.
• Excellent judgement, discretion, and diplomacy.
• A high level of energy and enthusiasm.

EDUCATION and/or EXPERIENCE

• Minimum of 2 years of stable experience in either an office management role and/or executive assistant role.
• High school diploma / GED – required
• Associates Degree – required
• Bachelor’s degree - preferred
• Timeshare, hospitality, tourism knowledge - preferred, but not required.
• Must have proficient computer skills (MS Outlook, Word, Excel, Email, Power Point, Visio, etc.).

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. May be required to lift 10 to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

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

Additional Information

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.)
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. __ All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email WGAccommodations@wgresorts.com with the job title and the location of the position for which you are applying.