Executive Administrative Assistant

at  Casino Pauma

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.

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.

EDUCATION:

High School Diploma or GED (required); college degree is welcomed.

LICENSE REQUIREMENTS:

Must be able to successfully pass a pre-employment drug screen, background investigation, and maintain a Pauma Gaming Commission License.

PHYSICAL/MENTAL REQUIREMENTS: (*CONSTANTLY, FREQUENTLY, OCCASIONALLY)

• This role is in a stationary position with occasional movement throughout the property.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The ability to observe details at close range (within a few feet of the observer).
• Occasionally balancing, bending, reaching, twisting, holding, wrist motion, and stooping

WORKING CONDITIONS:

• Work is performed indoors in a climate-controlled environment.
• Close spaces while working with others.
• May be exposed to excessive noise and smoke.
  Team Members must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable Team Members with disabilities to perform the essential functions of their job, absent an undue hardship on Casino Pauma.
  I have reviewed this job description and I understand the job duties and responsibilities. I am able to perform the essential functions as outlined. I understand that my job may change, according to the needs of the business, without it being specifically included in the description. If I have any questions about job duties not specified on this description that I am asked to perform, I should discuss them with my immediate supervisor or a member of the Human Resources team

• 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.