Destination Guest Experience Administrative Assistant - Flex

Flex: A position working an average of 20-29 hours per week (between 1000 - 1559 hours/year).

The starting pay range for this position begins at $18.62/hour and is based on the level of qualifications and relevant experience above the minimum requirements.

The Destination Guest Experience Administrative Assistant will support the Vice President of Destination Guest Experience and provide general assistance to Village Hotel leadership and Biltmore Equestrian Activities leadership. The incumbent will have primary responsibility for assisting with employee events, and projects to ensure department objectives are achieved. Duties will include, but are not limited to: producing and distributing reports; handling written and verbal correspondence, updating Standard Operating Procedures, and other documents; logistics; managing calendars, research and development, and other projects as assigned.

Schedule can vary, but is generally 8:30am-4:30pm Monday, Wednesday & Friday. 

Essential Job Duties:

1. Assist in the planning and executing of employee and departmental related lunches/snacks, Annual Awards, Employee of the Month, Supervisors of the Quarter, suggestions program, supervisor/manager outings, employee meetings, and employee contests.
2. Oversee employee communication boards, update Organizational Chart as needed, post Guest Survey Results, and request updates for break room employee information monitor.
3. Assist managers with on-boarding and employee welcome bags.
3. Coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution.
4. Prepare a variety of departmental reports and/or presentations, gathering and summarizing information from various sources, as requested.
5. Answer inquiries related to daily activities/programs of work area.
6. Assist with processing of invoices/billing and semi payroll time sheet.
7. Provide administrative support to managers within assigned work area.

Additional Responsibilities:

1. Oversee posting of company communications, company offerings and benefits-related information, employee recognition, meeting notices, relevant articles, etc.
2. Create effective communication pieces with strong visual and/or written impact in order to draw attention to content.
3. Maintains inventory of department office supplies, forms, envelopes, letterhead, note cards, copier paper, brochures and related items, and reorders as needed.
4. Provides general assistance and support for leadership, department, and company.

Qualifications:

1. High school diploma required, 2 years similar experience preferred.
3. Demonstrated commitment to delivery of internal/external guest service.
4. Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Ability to quickly learn Biltmore’s WorkDay, Ultipro, and Reservation systems, products and services, and protocols and procedures.
5. Strong interpersonal and communication skills (verbal and written); conveys information clearly, concisely, and effectively to a wide variety of different audiences. communicates professionally over the phone and in person.
6. Strong planning, organizational, and project/time management skills; attention to detail and a focus on quality; prioritizes work under deadlines. adapts.
7. Proactive, takes initiative and exercises good judgment; creatively problem solves and troubleshoots as needed.
8. Builds positive working relationships at all levels; reflects company's core values.
9. High ethical standards; maintains confidentiality.

Physical Requirements:

1. The associate will work in an office environment
2. The associate will be required to lift up to 35 pounds regularly and up to 45 pounds occasionally
3. The associate will remain sitting for 75% of the shift
4. The associate will utilize office machinery/equipment throughout shift