The Executive Assistant provides high-level administrative and organizational support to the President/General Manager and the Executive Team. This position manages executive scheduling, coordinates meetings and strategic initiatives, prepares reports and communications, and supports administrative operations within the resort’s Administrative Office.

The role requires professionalism, discretion, strong organizational skills, and the ability to interact effectively with resort ownership, leadership, employees, vendors, and guests. As a guest-focused organization, a key responsibility of all employees is to support and deliver exceptional guest experiences.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Manage and maintain the President/General Manager’s schedule, appointments, and travel arrangements; fields and prioritizes phone calls, emails, mail, and meeting requests.
2. Coordinate internal and external meetings, including scheduling, materials preparation, and compilation and distribution of meeting minutes.
3. Prepare and edit correspondence, communications, presentations, and other documents; file and retrieve documents and reference materials.
4. Conduct research, assemble and analyze data to prepare reports and documents.
5. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
6. Establish with the President/General Manager the annual Leadership Team stretch targets. Compile a mid-season and year end summary for President/General Manager and Ownership review.
7. Assist executive management with the annual review, preparation, and administration of the business plan. Coordinate all annual business plan meetings, presentations, and reports (pre, mid and end of season).
8. Assist with records compliance including tracking of contracts and insurance certificates; scanning documents and saving to appropriate location, requesting and coordinating document renewals and updates as necessary.
9. Monitor Net Promoter Scores of 6 and below and respond accordingly. Report information to the Director of Operations and Director of Base Area Operations.
10. All other administration related duties as assigned by the President/GM or Executive Team Directors including, but not limited to, reception, responding to internal and external requests for information, clerical administration, filing, and other administrative and support functions as needed.
11. Contribute to team effort by participating in job sharing, assuming responsibility for the cleanliness of the resort and safety of guests and employees; participating in safety meetings; accepting diverse assignments; maintain a positive and friendly attitude and demeanor in all internal and external interactions.
12. Flexible working hours including holidays and weekends.
13. Assist the President/GM with maintaining a neat and tidy office area. Work with Facilities/Housekeeping to coordinate weekly cleaning of office and conference room.
14. Assist with day-to-day technology administration. Support Resort staff with basic tasks such as helping reset passwords, maintaining user accounts & distribution lists, and minor updates to IP Phone system.
15. Coordinate with external IT service providers for escalated support and infrastructure maintenance.
16. Cross-train and provide back-up support to the Accounting and Human Resources departments with employee services, payroll, and accounts payable as needed.

GENERAL ACCOUNTABILITIES

1. Maintain and enhance a guest focused culture in all areas of responsibility.
2. Maintain schedules in compliance with regulations and authorities having jurisdiction; manage responsibilities in compliance with resort safety policies.
3. Maintain current status on legal issues and technological advances that impact the industry; maintain awareness of scope and progress of competition.
4. Effective communication skills with all levels of employees, guests and all other outside contacts.
5. Familiarity with state and federal environmental standards and OSHA regulations.
6. Understanding of corporate and resort specific policies and procedures.

EDUCATION and/or EXPERIENCE

Associate’s degree in business administration or a related field, or a minimum of two years experience in general office management or administration. Superior written communication skills and ability to type 60 wpm. Highly organized and capable of independent judgment. Ability to communicate effectively with all levels of managers, employees, outside agency representatives and guests.

SCHEDULING

The Executive Assistant is a full-time year-round position with a minimum of 40 hours per week. Hours vary based on season and business volumes. The typical schedule is 5 days a week, 8-9 hours a day, between the hours of 7am and 8pm. Weekends, holidays, and vacation weeks are included.