Title: Administrative Assistant (MAR)
JobNumber: MAR
PropertyName: Margaritaville Hollywood Beach Resort
City & State: Hollywood, FL
Department: Sales & Marketing
Shift: Margaritaville Hollywood Beach Resort
Date Posted: 6/14/2014 11:23:44 AM
Detail:  Originally inspired by the lifestyle and music of Jimmy Buffett, Margaritaville has expanded into a super brand encompassing clothing lines, food & beverage products, restaurants and resorts. With cafes and hotels in locations including New Orleans, Orlando, Las Vegas, Myrtle Beach, Panama City Beach, Glendale, Mohegan Sun Casino, Nashville, Honolulu, and Pensacola Beach, Margaritaville’s newest offering will be a high-profile resort in Hollywood, FL. Scheduled for opening in early Summer 2015, this project (managed by Coral Hospitality) will feature 350 rooms/suites, seven food & beverage outlets, 30,000 sq. feet of meeting space, a world class spa, three luxurious swimming pools, and countless recreational opportunities for even the most casual Buffett fan.Margaritaville Hollywood Beach Resort is looking for an Administrative Assistant for the Director of Sales and Marketing in the opening of an exciting new resort in Hollywood, Florida. Margaritaville Hollywood Beach, as part of Coral Hospitality, is a uniquely situated beach resort offering 350 rooms/suites, 30,000 square-feet of combined conference and meeting facilities with outstanding dining/entertainment options and excellent airport access.Objectives: Under the direct supervision of the Director of Sales & Marketing, this position provides administrative and secretarial support for the Director and department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.Qualifications: To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Education & Experience Requirements: High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience. Hotel resort experience is a plus.Essential Functions:1. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. 2. Performs desktop publishing. Creates and develops visual presentations for the vice president.3. Establishes, develops, maintains and updates filing system for the vice president and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.4. Organizes and prioritizes large volumes of information and calls.5. Sorts and distributes mail. Opens mail for the vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information6. Answers phones for vice president and marketing department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.7. Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.8. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.9. Coordinates division of workload with the administrative assistant in community relations.10. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.11. Supports market research analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting expenses to finance department. Competencies:1. Technical Capacity: Proficient in Word, Excel, PowerPoint, Delphi/Opera2. Personal Effectiveness/Credibility.3. Thoroughness.4. Collaboration Skills.5. Communication Proficiency.6. Flexibility.Supervisory Responsibility: This position has no supervisory responsibilities.Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands: This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Position Type and Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. Travel: No travel is expected for this position.

 

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