Resort Operations Admin & Board Meeting Coordinator

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

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'