Admin Assistant to VP of Resort Operations

The Boca Raton; Boca Raton (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

The Boca Raton is seeking an Admin Assistant to the VP of Resort Operations. The role requires handling high-volume administrative tasks with professionalism and discretion in a luxury resort environment.

You will manage scheduling, handle inquiries, and coordinate for the GM's direct reports, ensuring every task is detailed and well executed. Ideal candidates will be highly organized, proactive, and able to interact with staff at all levels, guests, and vendors.

Qualifications

• Experience handling administrative tasks in a high-volume environment.
• Excellent written and verbal communication and professionalism.
• Strong organizational skills and attention to detail with ability to multitask.

Responsibilities

• Support daily administrative needs and represent the VP of Resort Operations.
• Manage scheduling, inquiries, and coordination for the GM's direct reports.
• Answer calls with a warm greeting and ensure notes are accurately tracked.
• Own responsibilities, assist with property tours, and maintain an organized office.
• Foster relationships across departments and assist with regular events.
• Adhere to SOPs and stay flexible for new tasks and responsibilities.
• Proficiently use Word, Excel, PowerPoint, Outlook, Teams.

Skills

Communication

Organization

Attention to detail

Decision making

Education

High School Diploma

Bachelor’s degree (preferred)

Tools

Microsoft Office

Job description

Admin Assistant to VP of Resort Operations

ABOUT THE ROLE

The ideal candidate will be experienced in handling administrative tasks in a high-volume environment. A highly motivated and proactive team player with knowledge of hotel organization is preferred. This person must be exceedingly well organized, flexible, and enjoy the challenges that come with a large resort property.

Must have the ability to interact with staff (at all levels), guests, members, and clients in a fast-paced environment, sometimes under pressure, while remaining resourceful and efficient, with a high level of professionalism.

Expert level written and verbal communication skills, strong decision-making ability and attention to detail are critically important to this position.

Essential Functions

Job duties include, although are not limited to:

• Support daily administrative needs and represent the VP of Resort Operations internally and externally.
• Administrative tasks managing schedule, managing customer inquiries, merging and completing tasks, tracking update on task list for all direct reports of the GM of Resort Operations. It is critical that a significant amount of detail is exercised into each task so that the Resort can best serve its customers in a luxury environment. All communications and tasks should be managing schedule, managing customer inquiries, merging and completing tasks, tracking update on task list for all director report of the GM of Resort Operations. It is critical that a significant amount of detail is exercised into each task so that the Resort can best serve its customers in a luxury environment. All communications and tasks should be completed to the highest level of detail and professionalism, including luxury language.
• Answer and filter all incoming phone calls with a warm, personalized greeting. Ensure accurate notes and follow up communications are efficiently tracked and shared to provide the highest level of service internally and externally.
• Take ownership of responsibilities and tasks and be accountable for all actions and interactions.
• Assist with property tour. This position requires walking around the property.
• Ensure the physical office environment is neat and organized at all times. Assist with office supply ordering and efficiency of all office tools.
• Create positive relationships with other departments to ensure success of all guests and group customers.
• Support managers and leadership with organizing regular weekly, monthly events, meetings, etc.
• Adhere to all SOPs for department and Resort.
• Remain flexible and focused. Welcome new tasks, training and responsibilities as assigned.
• Be a positive contributor and success of the team.
• Proficient in all Microsoft Office applications, word, excel, power point.

Internal Relationships

Reports to the VP of Resort Operations. Works closely with various directors and other administrative support staff, as well as various members of the resort leadership and operations team.

External Relationships

Maintains appropriate relationships with outside vendors and hotels.

Qualifications

• Basic hotel product knowledge, i.e. staffing, operations, safety, security, terminology, and hotel policies
• Basic knowledge of the hotel structure/layout and how all departments interact

Education/Experience Requirements

• High school Diploma / Bachelor’s degree preferred.
• Proficiency in the use of Word, Excel, Outlook, Teams, and PowerPoint.

Physical Requirements Most work tasks are performed indoors. Position requires walking and giving directions most of the working day. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity. Must be able to lift trays of food or food items weighing up to 30 lbs. frequently. Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally.

In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.