Administrative Assistant - Sage Lodge

Columbia Hospitality, Inc.; Pray (WI); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Cellphone Allowance

Paid Time off & Holiday Pay

Medical, Dental, Vision, Disability,

401K

HSA/FSA Plans with employer contrib

Columbia Cares volunteer opportunities

Discounted Lodging, Dining, Spa, Golf,

Employee Assistance Program

Volunteer opportunities

Committee Participation Opportunities

Task Force Work Opportunities

Online Learning Platform

Get Paid Daily

Pet Insurance discounts

Job summary

Columbia Hospitality, Inc. is seeking an Administrative Assistant to provide essential administrative and operational support to the General Manager and Lodge Manager. The role involves calendar management, travel coordination, and handling confidential information with discretion.

You will assist in People & Culture and finance tasks, organize records, and prepare reports. A Bachelor's degree and MS Office proficiency are preferred, with a view toward growing within a values-driven hospitality

Qualifications

• Bachelor's degree in hospitality, accounting, communications, business or related field preferred.
• Professional, friendly and enthusiastic demeanor.
• Detail-oriented with exceptional organizational, proofreading and grammar skills.
• Reliable and punctual; able to multi-task.
• Strong interpersonal and communication skills.
• Demonstrated poise, diplomacy and good judgment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint).

Responsibilities

• Provide administrative and operational support to the General Manager and Lodge Manager in daily management of the property.
• Schedule and coordinate appointments, interviews, meetings, calls, and events.
• Monitor leadership email inboxes and manage meeting requests and calendar invitations.
• Maintain organized files for property, projects and leadership.
• Coordinate travel arrangements including flights, lodging and transportation.
• Assist with purchasing, invoice tracking, expense reports and reconciliations.
• Coordinate meetings and special projects; track action items and deadlines.
• Handle confidential business information with discretion.
• Support People & Culture/HR team and hotel management.
• Organize records for hospitality training and compliance documentation.
• Prepare monthly expense reports and staffing-related spreadsheets.
• Maintain confidentiality of employee information and comply with policies.
• Provide administrative and accounting support to the property finance team.
• Monitor petty cash and bank deposits; support finance-related tasks.

Skills

Professional demeanor

Detail oriented

Strong organizational skills

proofreading and grammar

Reliable and punctual

Multitasking

Interpersonal skills

Written and verbal communication

Diplomacy and good judgment

MS Office proficiency

Education

Bachelor's degree in hospitality, accounting, communications, business or related field

Tools

Microsoft Office

Job description

Administrative Assistant

Let's start off with the most important part-what's in it for you:

The Perks

*Eligibility of perks is dependent upon job status

• Annual Salary Range: $60,000 to $65,000 DOE
• Cellphone Allowance
• Paid Time off & Holiday Pay (Because Balance Matters)
• Benefits - Medical, Dental, Vision, Disability, 401K
• HSA/FSA Plans -with employer contribution
• Values Based Culture (#OMGLIFE)
• Culture Add (Creating Space for Fresh Perspectives)
• Referral Bonus (Get Paid to Recruit)
• Discounted Lodging, Dining, Spa, Golf, and Retail (Yes, Discounted Travel!)
• Employee Assistance Program
• "Columbia Cares" Volunteer Opportunities
• Committee Participation Opportunities (Fun, Philanthropic, Diversity/Equity/Inclusion)
• Task Force Work Opportunities (Grow your career in idyllic locations across the globe)
• Online Learning Platform to Help You Grow!
• Get Paid Daily (Make any day payday)
• Third Party Perks (Including discounts on Pet Insurance, Rental Cars, Movie and Concert Tickets, Theme Park and Attractions & so much more)

Our Commitment to you:

"People never forget how you made them feel." Maya Angelou's famous statement serves as a rallying cry throughout Columbia Hospitality and fuels our collective drive - and success.

Our people are our purpose, and our brand is our people. We seek extraordinary individuals who drive our brand promise of Creating Exceptional Experiences. We are a people-first organization, ignited from the inside to succeed on the outside. We are a tight-knit, inclusive, values-driven team and we trust one another to have each other’s backs. We show up every day with open hearts, an inclusive mindset, and a genuine respect for those around us. We have fun, grow together, and strive to leave a positive lasting impression on everyone we meet.

What Success Looks Like:

Your Impact

• Leadership Support
• Provide administrative and operational support to the General Manager and Lodge Manager in the daily management of the property.
• Schedule and coordinate individual and group appointments, interviews, meetings, conference calls, and other on- and off-property engagements.
• Monitor and organize leadership email inboxes; proactively manage meeting requests, calendar invitations, scheduling changes, and electronic correspondence to support timely communication and follow-up.
• Maintain organized property, project, meeting, and leadership files, including both electronic and physical records.
• Coordinate travel arrangements, reservations, and itineraries, including flights, lodging, ground transportation, and other travel details.
• Assist with purchasing, invoice tracking, expense reports, credit card reconciliations, and other administrative responsibilities.
• Coordinate meetings and special projects, track action items, and follow up on deadlines as directed by property leadership.
• Handle confidential business and operational information with professionalism and discretion.
• People & Culture Support
• Become familiar with key Columbia Hospitality owners and clients, including their preferences, special requests, and service expectations.
• Provide day-to-day administrative support to the People & Culture/HR team and hotel or resort management.
• Organize and maintain records related to required hospitality training, certifications, and compliance documentation.
• Support Columbia Hospitality initiatives, including employee training, recruiting, onboarding, engagement, and other People & Culture programs.
• Prepare monthly expense reports and credit card reconciliations for assigned leaders.
• Prepare reports and spreadsheets related to staffing, turnover, attendance, and employee records.
• Maintain confidentiality of employee information and follow company policies, procedures, and applicable employment requirements.
• Accounting & Finance Support
• Provide administrative and accounting support to the property finance team.
• Monitor and record petty cash and operational cash transactions.
• Assist with bank deposits and other bank-related errands, including obtaining and exchanging cash as needed for property operations.
• Support various departments with routine accounting-related tasks and financial documentation.
• Assist with special projects, reporting, reconciliations, and other finance-related assignments as needed.

What You Bring

• Bachelors degree in hospitality, accounting, communications, business or related field is preferred
• Have a professional, friendly, and enthusiastic demeanor
• Be detail-oriented, and have exceptional organizational, proofreading and grammar skills
• Be reliable and punctual
• Have the ability to multi-task and work in an environment with shifting priorities and frequent interruptions
• Self-directed professional with strong interpersonal skills
• Service oriented (both internal and external)
• Exceptional written and verbal communication skills
• Demonstrated poise, diplomacy and good judgment
• Efficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook and SharePoint)

Don't meet every single requirement? At Columbia Hospitality we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyways. You may just be the right candidate for this or other roles.