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Administrative Assistant in Gatlinburg, TN at Diamond Resorts

Date Posted: 6/20/2018

Job Snapshot

Job Description

JOB SUMMARY   
The Sales Administrative Assistant provides successful support to the Divisional VP of Sales, Vice President of Sales, and the Vice President of Marketing to create efficiency, streamline processes, and ensure completion of assignments to meet or exceed expectations and/or deadlines. 

ESSENTIAL JOB FUNCTIONS
  • Processes Human Resources forms for Sales (PAFs, backgrounds, team member information, etc.).
  • Creates, maintains, and distributes site and departmental policies, procedures, and memos.
  • Orders and tracks Sales collateral pieces for the region.
  • Tracks and reports SPIF account status’ for the region to ensure that all criteria are being met to keep them active.
  • Assists with Sales event coordination, as needed and/or required.  This includes, but is not limited to, training, recruitment and job fairs, dinners, etc.
  • Prepares reporting as required and/or needed.
  • Processes reimbursable expenses for Divisional VP of Sales and coordinates travel for all Sales management for the region.
  • Responsible for Sales and Marketing Guest Recovery to include guest appeasement preparation and delivery, and guest calls.
  • Processes incoming electronic mail and other forms of correspondence.
  • Assists in coordinating Sales-related assignments to ensure success and to meet and/or exceed expected deadlines.
  • 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
  • High School Diploma or equivalent. 
EXPERIENCE
  • A minimum one (1) year of experience in the administration 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:
  • Excellent customer service skills.
  • Excellent interpersonal and communication skills.
  • Detail-oriented.
  • Ability to accurately type at an average speed of 55 WPM.
  • Project management; the ability to organize and manage projects as assigned.
  • Computer proficiency in Microsoft Word, Excel, and Outlook.
  • Understands how to develop and implement business strategies.
  • 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.