Executive Administrative Assistant

The role of the Executive Assistant is to provide administrative support to the Board Chairman, Chief Executive Officer (CEO), President, and Chief Operating Officer (COO) at Crystal Mountain. Also provides administrative support to the Executive Committee (EC), Property Operations and other Department Heads & Managers, as needed. Schedule includes primarily being available during regular business hours. Some evenings, weekends, specific high volume business periods and/or presence at functions to provide support and assistance may also be required.

Job Duties and Responsibilities

General:

• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

• Professionally handle details of a highly confidential and critical nature.
• Independently manage multiple tasks and projects with competing priorities and deadlines
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events
• Screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.
• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside/internal mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Maintain corporate records.
• Other duties as assigned.

Board of Director & Shareholder responsibilities:

• Coordinate and prepare for BOD & committee meetings, presentations and annual benefit documents.
• Coordinate and prepare for Shareholder meetings, presentations and annual benefit documents.
• Serve as liaison between BOD/Shareholders and the Resort, including board member/shareholder travel arrangements, expense reimbursements, board meeting logistics, and act as a first point of contact for Board Member/Shareholders queries and access to Resort.

CEO/President/COO support:

• Ability to anticipate the CEO/President/COO's needs and proactively bring together appropriate people and resources to support the executives.
• Upon request, manage the Outlook Calendars and daily schedules of CEO/President/COO, ensuring they know their schedule in advance, identifying conflicts, keeping appointments and meetings on time or changing schedules when necessary
• Coordinate activities and ensure timely flow of information to and from the executive offices of the CEO/President/COO.
• Process/compose/proofread and edit correspondence/reports for CEO/President/COO as requested.
• Assist the CEO/President/COO with preparations for meetings both internal and external.
• Coordinate CEO/President/COO travel arrangements and process company incurred expense reports.
• Act as the CEO/President/COO’s representative and ambassador to external/internal constituents as directed.
• Must possess excellent communication skills to a variety of audiences as well as strong grammar and proof-reading skills.

Job Specifications

Competencies:

• Proficient in Microsoft Office Suite applications (Excel, Word, Access, Outlook, Power Point) Adobe Suite and Microsoft CoPilot (or other AI applications as approved by the Company).
• Able to create accurate reports in Access & Excel with formulas and graphs.
• Effective and grammatically accurate business writing skills (grammar, vocabulary, clarity and brevity).
• Clear and concise verbal communication skills.
• Self-directed and able to maximize use of time, resources and technology.
• Able to analyze, interpret and present data in various formats.
• Able to work with computers, faxes, copiers, scanners and various other technologies in offices and on resort.
• Maintains office, employee and company confidentiality at all times.
• Exemplifies professional conduct and adherence to company Core Values.

Education:

• Bachelor’s degree highly desirable
• Combination of education and experience that enables performance of all aspects of the position.

Physical & Other Requirements:

• Ability to lift up to 30 lbs.
• Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read technical information.
• Ability to work at a computer station and travel between buildings on resort.
• Must have excellent attendance and conduct record for consideration.
• Non-smoking candidates preferred.