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Administrative Assistant

Catalina Island Company

Avalon, CA

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JOB DETAILS
SKILLS
Administrative Skills, BeOS Operating System, Billing, Calendar Management, Casinos, Communication Skills, Data Entry, Data Quality, Detail Oriented, Document Data Formats, Documentaries, Driver's License, Entrepreneurship, Establish Priorities, Executive Assistant Skills , Film, First Aid, Funding, Fundraising, Leadership, Lift/Move 20 Pounds, Logistics, Marketing, Microsoft Office, Military, Multitasking, Non-Profit Funding, On Site Support, Operational Support, Order/Customer Fulfillment, Organizational Skills, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Pricing, Record Keeping, Sales, Sales Administration, Sales Support, Shipping/Receiving, Systems Administration/Management, Systems Maintenance, Team Player, Telephone Skills, Theater, Time Management, Writing Skills
LOCATION
Avalon, CA
POSTED
Today
Find Your Future in Paradise!

Catalina Island Company welcomes all guests and visitors to our very special island. Beyond being warm and courteous, our exceptional team members are knowledgeable and helpful - anticipating and personalizing their service on an individualized basis.

We seek individuals like YOU to create the finest personal service and extraordinary experiences for our guests.

WHY CATALINA ISLAND COMPANY?

The Catalina Island Company offers more than just a workplace - it is a destination for service, adventure and inspiration!

In 1919, chewing gum entrepreneur William Wrigley Jr. bought nearly every share of the Santa Catalina Island Company until he owned a controlling interest. He then invested millions in his vision to create a "playground for all" on Catalina Island, building infrastructure, a reservoir, Hotel Atwater, Bird Park, and other attractions. In 1921, he made Avalon the Spring Training home of his beloved Chicago Cub's, building the Catalina Country Club to house the team's lockers and provide a gathering place for players. The team continued to train on the island until 1951. In 1929, Wrigley built the iconic Catalina Casino, which boasts the world's largest circular ballroom and the first theatre designed and built to show talking motion pictures. During World War II, the island served as a military training facility and was closed to tourists. The island was a popular spot with Hollywood's elite during the 1930s, 40s, and 50s. It also became a popular location for production companies to shoot movies. More than 500 films, documentaries, commercials, and TV shows have been shot in and around Catalina over the years, especially in Two Harbors on the island's west end. To this day, descendants of William Wrigley Jr. still own the Catalina Island Company and carry on his vision to create a world-class island resort.

We are a welcoming community that believes in fostering a positive, team-oriented atmosphere where every team member plays a part in creating unforgettable memories for our guests. Join a team that is as vibrant, dynamic, and unique as the island itself!

The Office Administrator is an on-island, in-office role based at the corporate front desk. This position supports daily office operations, executive scheduling, and maintenance of an accurate Catalina Island shared calendar (including cruise schedules and local events). The role also provides administrative support to the Sales team, including reporting, document preparation, and system updates. The position focuses on coordination, organization, and execution of assigned tasks.

Front Desk & Office Coordination
  • Serve as the first point of contact for the office; greet visitors and assist with inquiries
  • Answer and route incoming calls, messages, and requests
  • Maintain a clean, organized, and professional front desk and office environment
  • Maintain organized filing systems (digital and physical)
  • Track deadlines and support timely distribution of documents
  • Perform data entry, document formatting, and general administrative tasks
  • Schedule meeting rooms and assist with internal meeting setup
  • Maintain corporate boardroom, kitchen, and mail room stocked with approved items, including regular inventory, ordering, and stocking
  • Manage vehicle checkouts, maintain check-out vehicle log, reserve vehicles for employees, call employees when vehicles are not turned in on time, report any maintenance issues and/or incidents to the garage manager
  • Schedule and take all Corporate vehicles to get washed weekly at the Gas Station
  • Inventory and stock first aid kit in the Corporate office, conduct quarterly safety inspections
  • Create donation certificates for charity auctions, fund raisers, marketing, hospitality, other department requests, mail out certificates, maintain donation log, send regretfully decline responses to donation requests
Sales & System Support
  • Assist Sales team with administrative support, including:
  • Preparing and updating BEOs, EOs, rooming lists, and summaries
  • Blocking rooms and updating pricing in Opera
  • Pulling reports and maintaining data accuracy in Opera
  • Process and send billing communications and invoices to clients
  • Maintain accuracy and organization of sales-related documents and reporting
  • Perform menu and pricing updates in systems as directed
Mail & Delivery Support (On-Island)
  • Coordinate mail, deliveries, and general office logistics, including marking packages and notifying recipients of packages
  • Coordinate and complete pickups and deliveries on the island, including:
  • Ferry, barge, and helicopter deliveries
  • Maintain basic records such as receipts and delivery confirmations
Executive & Calendar Support
  • Provide Executive Team support as requested, including:
  • Leadership Team Meeting planning and execution, including meeting invites, lunch ordering & service, and boardroom prep
  • Provide transportation support to the executive team during normal working hours, or as approved for overtime
  • Maintain executive calendars as directed
  • Assist with general transportation, reservations, and other similar booking and ordering needs
  • Maintain a central Catalina Island shared calendar, including:
  • Cruise ship schedules
  • Local/public events and on-island activities
  • Chamber of Commerce meetings and events
  • Ensure calendars are accurate, current, and shared with appropriate teams
  • Send management and/or company-wide notices, such as weather alerts
On-Island Event Support
  • Events include company events like the Catalina Wine Mixer and Group Sales
  • Provide administrative and on-site support for events as requested, including:
  • Assisting with event setup and breakdown
  • Supporting guest check-in and basic coordination
  • Assisting with signage placement and materials
  • Supporting guest transportation using company vehicles (as directed)
  • Providing day-of coordination support and communicating updates to teams
  • Manage the receiving, inventory count, and fulfillment of merchandise orders
  • And other duties, as assigned.
Scope & Expectations
  • Non-exempt, hourly role
  • On-site presence required; role is based at the corporate office front desk
  • Work includes a mix of desk-based administrative tasks and on-island coordination support
  • Responsibilities focus on execution of assigned tasks, coordination, and accuracy
  • Role does not include management responsibilities or decision-making authority
Qualifications
  • 2-4 years of administrative, office coordination, hospitality, or sales support experience
  • Strong organizational skills with attention to detail and accuracy
  • Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
  • Clear and professional written and verbal communication skills
  • Comfortable working with scheduling tools, calendars, and Microsoft Office software
  • Experience with hospitality or booking systems (e.g., Opera) preferred or ability to learn quickly
  • Basic experience with reporting, data entry, or document preparation
  • Ability to handle confidential information with discretion
  • Reliable, punctual, and able to work on-site on Catalina Island
  • Valid California's Driver's License and cleaning driving record for ability to operate company vehicles for on-island support
Details
Position Type: Full Time

Pay Transparency

The pay scale for this position ranges between $28.00.00-$33.00 per hour depending on the work location. The pay is the hourly rate plus gratuities.

Housing

The Catalina Island Company offers shared housing as an option for eligible employees at a subsidized rate. Employees are responsible for paying a portion of the housing cost, typically deducted through payroll.

Work Environment/Physical Requirements

Most work tasks are performed indoors. Temperature is moderate and controlled by air conditioning systems. Must be able to sit at a desk for up to 6-8 hours per day. Must be able to lift up to 20 lbs. occasionally. Requires dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, management and team.

SCHEDULE

This position requires a flexible schedule, with rotating weekday and weekend shifts, including day, night, and holiday hours.

LIFE ON CATALINA ISLAND
  • A fast paced, exciting work environment with upward mobility and growth opportunities.
  • Meet and engage with people from all over the country and world!

COMPANY PERKS
  • Employee discounts and perks - restaurant, hotels and activities.
  • Beautiful island views and a summer of adventure!


BEING YOU AT CATALINA ISLAND COMPANY:
We are inclusive of, celebrate our differences, and welcome a broad range of perspectives and ideas without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

We welcome applications from people with disabilities and provide reasonable accommodations as needed for our candidates. Please discuss this with our Talent Acquisition team during our selection process.

About the Company

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Catalina Island Company