Opportunity
With limited supervision or direction, The Administrative Assistant performs a broad range of diversified and specialized administrative and technical duties to assist the Director/s of Lodging “D.O.L” and his/her direct reports in the performance of their duties. They utilizes a high degree of skill in task management, Kohler processes, business correspondence, in the utilization of software applications, and in the management of assigned projects. They ensure open lines of communication and confidentiality are maintained between departments throughout the resort.  Support the development and execution of Hospitality core competencies, mission, strategic and financial plan, and the D.E.S.I.G.N. service model.  
SPECIFIC RESPONSIBILITIES 
   Provide gracious hospitality to all guests, both internal and external, always maintaining a high level of professionalism and confidentiality.  Ensure adequate office coverage so that all guests entering the executive office are warmly greeted and messages are professionally managed and seen through.    Develop and distribute associate communications – In the Moment, Weekly message, Special Events Calendar, update bulletin boards, No fly/Parking.    Manage Daily D.E.S.I.G.N, Hospitality Huddle, and     Compose, prepare, and process general and confidential correspondence for the D.O.L such as repeat guest welcome back letters, and responding to guest compliments and complaints.      Responsible for generating corporate documents and forms including, but not limited to, ACT’s, Invoices, POs, Reinvites, Expense reports, etc.    Coordinate all arrangements for VIP’s and guests of the Director of Lodging.     Manage the DOL’s calendar and coordinate travel arrangements.      Prepare daily and weekly updates for review prior to meetings and appointments.  Coordinate holiday greetings and other appropriate networking and social communications.    Attend various weekly and monthly meetings, take minutes, transcribe and distribute promptly.    Champions D.E.S.I.G.N. culture on property and enthusiastically promotes opportunities within Hospitality.    Establish and maintain an organized system for office supplies, mail, guest cards, ensure regular cleaning occurs.    Address computer, phone, and technology needs.  Prepare onboarding of new associates.     Develop and maintain Guest Response tracking system to include Revinate, Ivy, comment cards, verbal comments, MOD Reports, emails and other inputs.  Generate monthly reports comparing YOY and YTD results.    Participate in the Executive Administrative Support group.    Participates in planning and execution of associate events.    Maintain vacation calendars and track vacation and sick time.    Perform all miscellaneous duties as directed by the D.O.L.or his/her direct reports.