Administrative Assistant- FT- GPP

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.
• 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.