Executive Assistant

SUMMARY: 

This role is responsible for providing administrative and Guest services support for the General Manager, Assistant General Manager, and the department Vice Presidents.  This position is key in providing organization and communication within the Executive group.   

MEETING PERFORMANCE EXPECTATIONS: 

To perform this job successfully, an individual must be able to perform each essential dutysatisfactorily.  Responsibilities listed below are representative of the knowledge, skills and/or ability needed to effectively execute this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

ESSENTIAL DUTIES OF THE POSITION: 

• Act as liaison for the property, both in-person and on the telephone, including but not limited to greeting and screening of Associates, vendors, visitors, and others; processing, prioritizing of all incoming and outgoing mail, including written and electronic communication to internal and external contacts.
• Responds to guest concerns and/or inquiries promptly and politely, routes call to appropriate individual.
• Handle specific clerical functions for the property. Composes, transcribes, and types letters, reports, memos, emails, and other requested documents and records, including updated maintenance of statistical data and other departmental paperwork for quick access and retrieval.  
• Facilitates the processing of all property contracts, capital request and respective work flows through Laserfiche.  
• Maintains the highest level of confidentiality and professionalism within the department.
• Track requested reports as required, such as property initiatives, DGR submissions, etc., ensuring the various departments are responding on a timely basis.  Helps with tracking of other reports for the operation as needed.
• Gathers and compiles information from leadership in a systematic format for the General Manager for presentations, reports, and meetings.
• Schedules meetings as requested by the General Manager, including taking and transcribing of minutes; coordination of room, materials, and refreshments; maintaining the agenda and minutes for department staff meetings; advises Executive Operations Members of scheduled meetings and other related duties, as needed.
• Communicates as needed with counterparts at other Company locations to ensure consistency.
• Participates in special projects and completes other duties as requested or assigned.
• Arranges travel schedules and coordinates reservations or assists with arrangements for special functions on or off property for the General Manager, Leadership Teams, and others when appropriate.
• Maintains a working knowledge of Grand Casino facilities, as well as current and upcoming special events on property, in order to advise Guests, Leadership, and fellow Associates of same, when appropriate.
• Acts as a resource regarding departmental activities and operations for the General Manager.           
• Instills an atmosphere that encourages Associates to share ideas, discuss concerns and resolve conflicts. Engages with all levels of the organization, as well as outside agencies and guests, in a courteous, appropriate manner.
• Any and all other duties as assigned.

SUPERVISORY RESPONSIBILITIES: 

Although no one reports directly to the Executive Administrative Assistant, the importance of example cannot be emphasized enough in this position.  Many positions within the company look to this office for a standard.  Further, in serving as a liaison to key department heads, the Executive Administrative Assistant is frequently called upon to delegate duties and monitor results.

EDUCATION and/or EXPERIENCE: 

• AA degree in an Administrative/Business or related field preferred.
• Four (4) years progressively responsible administrative/clerical experience required.
• One (1) year Supervisory experience preferred.
• Knowledge of casino operations preferred.

SPECIAL QUALIFICATIONS:

• If required, must be able to pass company pre-employment Drug and Alcohol test.
• Must be able to secure license from Gaming Regulatory Authority, and follow all relevant DGR’s.
• Mille Lacs Band Member and American Indian preference will be exercised in the hiring process.

LANGUAGE SKILLS: 

• Must be able to effectively communicate in one-on-one and small group situations.
• Must be able to comprehend instructions furnished in oral, written or diagram form. 
• Must be able to listen and to ask questions.

MATHEMATICAL SKILLS: 

• Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.

REASONING ABILITY: 

• Must be able to apply commonsense understanding to a variety of situations, in order to collect data, analyze facts and determine appropriate response

PHYSICAL DEMANDS: 

• While performing the duties of this job, the associate is regularly required to:

• Talk and hear;
• See and adjust focus to include close, distance, color, depth, and peripheral vision; • Stand, walk, run, sit, balance, stoop, kneel, climb, crouch and/or crawl;
• Handle objects, tools and controls; reach with arms and hands.          
• Lift, push, pull and/or move objects weighing up to one hundred (100) pounds.

WORK ENVIRONMENT:

• While performing the duties of this job, the associate is regularly exposed to:

• A low-to-moderate noise level (offices).
• A moderate-to-loud noise level (operations areas).
• Second-hand cigarette / cigar smoke.
• At times may be exposed to outside weather conditions.

THE COMPANY REQUIRES EVERY ASSOCIATE TO:  

• Maintain a consistent and regular attendance record.   
• Encourage mutual respect among Associates by setting positive examples consistent with company policies. 
• Maintain an attitude and philosophy consistent with the company mission, vision and values. 
• Maintain a professional reputation in the company and community.