Administrative Assistant- FT- GPP

Grand Pacific Resorts; Carlsbad (CA); On-site; USD 30,000 - 32,000; Full time

Job summary

Grand Pacific Resort Management (GPRM) is seeking a Resort Operations Administrative Assistant in Carlsbad, CA. You will handle administrative duties related to Board of Directors for timeshare Homeowners Associations, and support Resort GMs, Regional VPs, and VPs.

Proficiency in Outlook, Word, Excel, PowerPoint, and Adobe, plus ability to write minutes and summarize actions. This fast-paced role requires initiative, teamwork, and meticulous organization; Bachelor's degree preferred but 3 years'

Qualifications

• Minimum of 3 years’ experience in administrative assistance.
• High energy and a desire to embrace and nurture our culture.
• Professional teamwork skills.
• Outstanding planning, time management, and organizational skills, with meticulous attention to detail.
• Superb communication skills, both written and verbal.
• Reliability and consistency that builds trust and confidence in others.
• Strong computer skills utilizing Windows and Microsoft Office.
• Available to work varied schedules based on organization’s needs.
• Proactive self-starter who takes initiative.

Responsibilities

• Maintain calendars.
• Schedule meetings and create agendas.
• Create yearly suspense calendar of Association due dates.
• Compile monthly Guest Service Scores spreadsheet, edit and format.
• Proof new SOPs to upload on company intranet.
• Reconcile and submit payment for monthly bills.
• Track payments and compile expense reports.
• Travel arrangements.
• Various formatting documents.
• Schedule meetings, meeting rooms and set-up.
• Set-up conference calls or videoconferences as appropriate.
• Maintain a master calendar of monthly and quarterly Forum Meetings.
• Create Board meeting calendar for entire year – ensure conference call numbers, and calendar to appropriate invitees.
• Create agendas and send to Board for input.
• Proof and edit Board packets for distribution.
• Attend Board meetings.
• Take and edit minutes, create action items and write highlights for newsletter.
• Email minutes to Board for approval.
• New Board member binders and welcome materials.
• Develop yearly Board calendar and Managers meeting calendar.
• Maintain updated Board member master list.
• Ensure all meetings are on management calendars and update accordingly.
• Send financial statements to Board Members.

Skills

Communication skills

Time management

Organizational skills

Proactive

Teamwork

Education

Bachelor’s Degree or equivalent

Tools

Microsoft Office

Windows

Job description

Job Details: Job Location: Grand Pacific Palisades - Carlsbad, CA 92008, Position Type: Full Time, Salary Range: $22.00 - $23.00 Hourly, Job Shift: 1st Shift

Grand Pacific Resort Management (GPRM) is a Southern California rooted company with a world-class culture and exciting growth plans. Inspired by the understanding that the aim of life is to enrich lives; GPRM was created to help families invest invaluable time away together. Join and grow with us as we strive to make vacation dreams a reality.

GPRM is searching for a top performing Resort Operations Administrative Assistant. This is the perfect opportunity to work for a company unlike any other that has a well-defined vision, strong sense of values and a culture that keeps promises.

Description

As a Resort Operations Administrative Assistant, you will be responsible for administrative duties and Association document compliance relating to Board of Directors for timeshare Homeowner Associations as well as support to Resort General Managers, Regional VPs and Vice Presidents.

This position requires excellent computer skills in Microsoft Outlook, Word, Excel, PowerPoint and Adobe, the ability to compose and edit documents, as well as the ability to summarize discussions and actions into clear concise meeting minutes. The environment is fast paced with many deadlines and requires the ability to be proactive and competently multi-task. The ability to work with professionals as a team member is essential.

Responsibilities

The Resort Operations Assistant is multi-faceted. Your responsibilities will include but are not limited to:

Admin Support: Regional VPs and VPs of Resort Operations

• Maintain calendars.
• Schedule meetings and create agendas.
• Create yearly suspense calendar of Association due dates.
• Compile monthly Guest Service Scores spreadsheet, edit, and format.
• Proof new SOPs to upload on company intranet.
• Reconcile and submit payment for monthly bills.
• Track payments and compile expense reports.
• Travel arrangements.
• Various formatting documents.

Meeting Coordination (agendas, conference calls, food, projector set up, minutes)

• Schedule meetings, meeting rooms and set-up.
• Set-up conference calls or videoconferences as appropriate.
• Maintain a master calendar of monthly and quarterly Forum Meetings.
• Create Board meeting calendar for entire year –ensure conference call numbers, and calendar to appropriate invitees.

Board Related

• Create agendas and send to Board for input.
• Proof and edit Board packets for distribution.
• Update meeting dates as changes occur.
• Attend Board meetings.
• Take and edit minutes, create action items and write highlights for newsletter.li>
• Email minutes to Board for approval.
• New Board member binders and welcome materials.
• Develop yearly Board calendar and Managers meeting calendar.
• Maintain updated Board member master list.
• Ensure all meetings are on management calendars and update accordingly.
• Send financial statements to Board Members.

Assist in Special Projects

• Assist with special projects as assigned.

Qualifications: Qualifications for our ideal candidate

Candidates must possess of a minimum of 3 years’ experience in administrative assistance.

High energy and a desire to embrace and nurture our culture.

Professional teamwork skills.

Outstanding planning, time management, and exceptional organizational skills, with a meticulous attention to detail.

Superb communication skills, both written and verbal.

Demonstrate a reputation for reliability and consistency that builds trust and confidence in others.

Strong computer skills utilizing Windows and Microsoft Office.

Available to work varied schedules and times based upon the organization’s needs.

Excellent communication skills, a professional presentation, and ability to foster a team and culture environment.

Bachelor’s Degree (BA) from an accredited university. In lieu of degree, 3 years equivalent combination of experience and education will be considered.

Proactive self-starter who takes initiative.

If you have what we are looking for, Grand Pacific Resort Management is just the family for you.

We hope to welcome you to our family!

Grand Pacific Resort Management is one of the most successful resort management and vacation ownership company based in Southern California. GPRM was formed in 1993 to develop niche-market hotels and timeshare vacation ownership resorts. Twenty years later, we are an award-winning leader in our field with 20 vacation ownership resorts, condos, beach homes and hotels comprising over 1,400 total condominium units and hotel rooms. GPRM has earned a reputation as a stable, successful and innovative organization. With a thriving corporate culture, and a strong commitment to the development of its associates, we have achieved excellence in the hospitality industry management arena.