Executive Administrative Assistant

Shore-Lodge-Whitetail,-LL; McCall (ID); On-site; USD 42,000 - 55,000; Full time

Job summary

Shore Lodge Whitetail Club in McCall, Idaho, seeks an Administrative Assistant to support the Executive Team with calendar management, correspondence, and confidential records handling. You will coordinate scheduling, prepare documents, and assist with travel and meetings in a high-service, hospitality-driven setting.

Responsibilities include managing mail and purchasing processes, taking meeting minutes, onboarding new hires, and maintaining organized files while ensuring discretion and

Qualifications

• High school diploma or equivalent required; business admin coursework preferred.

Responsibilities

• Greet visitors and manage incoming calls, directing inquiries to Executive Leadership.

Skills

Organizational skills

Time management

Professional communication

Independent work

Problem solving

Attention to detail

Customer service

Professional etiquette

Education

High school diploma or equivalent

Business administration coursework or related field preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Purchasing Software

Job description

Description

WHO ARE WE?

Nestled in the breathtaking mountains of McCall, Idaho, Shore Lodge Whitetail Club offer more than an extraordinary destination, we create memorable experiences through genuine hospitality, exceptional service, and a shared commitment to excellence. Our success is built on the people who bring our properties to life. Every role makes a difference, and we take pride in fostering a collaborative environment where initiative is valued, relationships matter, and every contribution helps create something exceptional.

WHAT YOU GET TO DO:

• Serve as the welcoming first point of contact and professional face of the organization, greeting visitors, managing incoming calls, and thoughtfully directing inquiries while ensuring appropriate access to Executive Leadership.
• Provide comprehensive administrative support to the Executive Team, including correspondence, call screening, document preparation, filing, and reporting, while maintaining the highest level of professionalism and confidentiality.
• Manage incoming and outgoing mail, departmental distributions, business postage, and mailroom operations, including the Pitney Bowes postage system.
• Coordinate weekly new-hire orientation preparations, including job descriptions, name cards, passport cards, name tags, and supporting materials.
• Serve as an administrative liaison between internal departments, external partners, and vendors to support projects and operational initiatives.
• Prepare and distribute minutes from weekly Manager Meetings, ensuring accurate documentation and timely communication.
• Process purchase orders, invoices, expense reimbursements, relocation expenses, and credit card reimbursements through Purchasing Software.
• Assist Human Resources with maintaining confidential employee records, including new-hire, active, and terminated employee files, and annual records purging.
• Maintain and organize venue contracts in the General Manager's Contract Book in collaboration with Sales and Catering.
• Collect, consolidate, and distribute weekly management schedules to the General Manager, Human Resources Director, and Payroll Specialist.
• Coordinate employee recognition initiatives, including monthly birthday and service anniversary cards, and manage business card orders for executives and managers.
• Oversee administrative services for the 800 Building, including scheduling carpet cleaning, confidential document shredding, and other office support needs.
• And all other duties as assigned.

Requirements

WHAT YOU NEED TO BE SUCCESSFUL:

• High school diploma or equivalent required; additional education in business administration or a related field preferred.
• One to three years of administrative experience, preferably in a hotel, resort, or professional office environment. Previous experience supporting executive leadership is a plus.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook, with the ability to learn new software and administrative systems.
• Strong organizational and time-management skills, with the ability to prioritize competing responsibilities, manage deadlines, and maintain accuracy.
• Demonstrated ability to work independently, exercise sound judgment, and take initiative with minimal supervision.
• Exceptional attention to detail and a commitment to accuracy, confidentiality, and professional discretion.
• Strong written and verbal communication skills, with the ability to interact professionally and effectively with executives, employees, guests, and external business partners.
• Ability to manage frequent interruptions, changing priorities, while maintaining a positive, service-oriented approach.
• Resourceful problem-solving skills, with the ability to anticipate needs, identify potential issues, and recommend practical solutions.
• Professional telephone etiquette and a commitment to providing responsive, courteous administrative support.
• Ability to research, organize, and communicate information clearly and efficiently.