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Admin Assistant to Global VP of Training in Sedona, AZ at Diamond Resorts

Date Posted: 5/14/2018

Job Snapshot

Job Description

JOB SUMMARY

The Administrative Assistant to Global VP of Training provides advanced and confidential administrative support to senior leadership.  This position will perform a variety of administrative duties, general operational functions, and exceptional customer service to all employment levels.


ESSENTIAL JOB FUNCTIONS

  • Organizes and coordinates outreach and external relation efforts.
  • Exercises good judgment and discretion in a variety of situations.
  • Responsible for reception duties including greeting guests and answering and/or screening phone calls.
  • Creates, files, maintains and retrieves various documents, records, and reports.
  • Composes responses to correspondence containing routine inquiries, concerns, and/or complaints for review and execution.
  • Reads and analyzes incoming memos, submissions, and reports.
  • Conducts research, compiles data, and prepares information for consideration and/or presentation.
  • Assists management with decisions by providing historical precedents and maintaining a working knowledge of industry and Company events and data.
  • Manages and maintains business schedule.
  • Schedules meetings, books conferences, and updates calendars as needed.
  • Arranges travel and meetings by developing itineraries and agendas.
  • Schedules and/or books flights and other transportation arrangements, arranges lodging and meeting accommodations.
  • Assists with submission of expenses and administration of finances as needed.
  • Prepares invoices, reports, memorandums, letters, financial statements, and other documents.
  • Compiles, transcribes, and distributes minutes of meetings.
  • Performs general office duties such as ordering supplies, maintaining records, and basic bookkeeping work.
  • Maintains the highest standards of professionalism and customer service when interacting with team members, management, owners, members and prospects.
  • Assists with day to day tasks as needed.
  • Completes all required Company trainings and compliance courses as assigned.
  • Adheres to Company standards and maintains compliance with all policies and procedures.
  • Performs other related duties as assigned. 
EDUCATION
  • Associate degree or equivalent experience in related field. 
EXPERIENCE
  • A minimum three (3) years of experience in the administrative support field required.
  • No supervisory experience required. 

SUPERVISORY RESPONSIBILITIES

  • This position does not include any supervisory responsibilities. 

LICENSE & CERTIFICATIONS

  • This position does not require licenses or certifications.
SKILLS & ABILITIES

This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and office practices.  Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.

Specific skills and abilities include, but are not limited to the following:

  • Ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient.
  • Excellent calendar management skills, including the coordination of complex meetings.
  • Strong decision making ability.
  • Detail oriented.
  • Computer proficiency in Microsoft Word, Excel and Outlook.
  • Ability to interpret and create policies, procedures and manuals.
  • Excellent customer service skills.
  • Proficient in time management; the ability to organize and manage multiple priorities.
  • Ability to take initiative and effectively adapt to changes.
  • Recognizes an emergency situation and takes appropriate action.
  • Able to establish and maintain a cooperative working relation.
  • Ability to interpret and create spreadsheets.
  • Able to use sound judgment; work independently, with minimal supervision.
  • Strong analytical and problem solving skills.
  • Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
  • Performs well with frequent interruptions and/or distractions.
  • Basic math skills.