Job Description

To provide administrative support and assistance for multiple projects for the VP of Operations and all Administrative departments. Assist in other office functions and projects for Marketing, Accounting and Group Sales departments if needed.

ESSENTIALS FUNCTIONS

• Maintain workflow and complete a variety of administrative tasks required for the efficient operation of the Administration department
• Assist the VP of Operations, Marketing and Group Sales full time, and, on occasion, help out other departments if needed
• Coordinate and maintain smooth communication between the VP of Operations, other departments and managers
• Successfully complete and follows through on critical aspects of tasks and projects for the VP of Operations with a hands-on approach
• Monitor and update the Orange Grove Program list and run reports every week
• Create email list for VIP’s and LSDL Ceremonies
• Prepare and create guest files every week and distribute to all departments
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies
• Create purchase orders for multiple departments in Administration
• Receive, process and screen all incoming calls for the Forum
• Greet and direct visitors to appropriate department/ party
• Organize and arrange employee luncheons and other events
• Receive and distribute incoming mails, packages and faxes, and maintain postage machine
• Handle highly confidential, sensitive information, files, records and reports
• Help with planning and conducting promotions involving the spa, whether on site at Cal-a-Vie or at other locations or events that may increase targeted awareness of Cal-a-Vie
• Promote and ensure clear communication throughout various departments of the company
• Manage and coordinate projects and programs to ensure high quality end results with given timeframe
• Schedule and maintain calendar of appointments, meeting, travel itineraries; coordinate related arrangements for the Vice President of Operations
• Attend selected meetings and/or conference calls and take minutes such as RevMax meetings
• Collect and prepare information for use in discussions/meetings
• Attend to correspondence and brochure mailing for all general Group Sales events and donation inquiries
• Assist in developing marketing materials, donations, contracts and additional informative collateral for booked information packages
• ·Assist Cal-a-Vie Group Sales Manager with all details involved in the actual event coordination and group organization during their stay at Cal-a-Vie
• Attend to all event personal items being returned to guest and appropriate shipping arranged as needed with Wedding Coordinator
• Help and assist owners when needed
• Maintain a consistent high level of quality and guest service
• Help develop new programs or procedures to keep us on the cutting edge of the latest trends and technology
• Perform other duties as assigned
• ·Keep inventory of Cal-a-Vie wine
• Prepare wine for shipment following various state laws and guidelines.

POSITION QUALIFICATIONS

EDUCATION/CERTIFICATION: High School Diploma or equivalent

KNOWLEDGE: Working knowledge of Word, Excel or other computer related programs; Competent in writing skills

EXPERIENCE: Three (3) years in administrative assistance; Three (3) years sales experience preferred

SKILLS/ABILITIES: : Exceptional interpersonal, verbal and written communications skills; Strong organizational skills and detail oriented; High level of assessment and organizational skills; Ability to deal with the public, and help with media events on and off property; Ability to write and correspond with guest(s); Ability to read and interpret documents such as safety rules, contracts, and procedure manuals; Ability to get along with co-workers and work as a team; Ability to handle high stress in the work environment and turn it into positive energy in the department; Ability to react quickly to resolve problems or conflict

AVAILABILITY: Ability to work Monday - Friday 8:30 to 5:00 pm. Occasionally weekends.

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Company Description

Cal-a-Vie Health Spa is a world-renowned award-winning luxury spa resort unlike any other. An exquisite oasis sheltered from the rush and competition of daily life, Cal-a-Vie Health Spa resembles a serene French village. Nestled away on 200 private acres in Northern San Diego County, our guests enjoy the lush, tranquil hillsides filled with beautiful vineyards and lavender fields, natural canyons and habitat. We are close to the communities of Vista, Bonsall, Oceanside, Carlsbad, Escondido, Temecula and Murrieta.