Administrative Assistant - Corporate Operations Division
Full time / Monday - Friday
$17 - $19 per hour, depending on experience
Position Summary
Provides dedicated administrative support to the Corporate Operations Director, who oversees seven departments and seven properties. This role is focused on keeping the Director organized, informed, and operating efficiently, managing their calendar, correspondence, and day-to-day administrative needs. The ideal candidate is detail-oriented, professional, and comfortable working with technology including Microsoft Excel and AI productivity tools.
Key Responsibilities
Calendar & Scheduling
• Manage the Director’s calendar, schedule meetings, and coordinate appointments across departments and properties
• Proactively identify and resolve scheduling conflicts before they impact the Director’s day
• Arrange logistics for the Director as needed
Email & Communications
• Monitor and manage the Director’s inbox; draft, send, and organize professional email responses on their behalf
• Serve as a communication bridge between the Director, department heads, property managers, and external contacts
• Ensure timely follow-up on outstanding items
Meetings & Follow-Up
• Prepare agendas and supporting materials for the Director’s meetings
• Track action items and follow up with appropriate parties to ensure deadlines are met
Excel & Reporting Support
• Maintain and update Excel spreadsheets and trackers as directed by the Director (schedules, budgets, summaries)
• Compile and format data into clean, presentation-ready reports for the Director’s review
AI Tools & Productivity
• Use AI tools (such as ChatGPT, Copilot, or Claude) to draft communications, summarize documents, and support research tasks
• Review and refine all AI-generated content before submission or distribution
General Administrative Support
• Maintain organized digital filing systems and ensure documents are easy to locate and retrieve
• Process expense reports and assist with purchase requests or vendor correspondence as directed
• Handle sensitive information with professionalism and discretion at all times
• Provide general day-to-day administrative support to keep the Director’s office running smoothly
Qualifications
• High school diploma required; Associate’s or Bachelor’s degree in Business or related field preferred
• 2–3 years of administrative or office support experience; experience supporting a senior leader a plus
• Proficient in Microsoft Excel required (comfortable with formulas, tables, and basic data organization)
• Proficient in Microsoft Office Suite: Outlook, Word, PowerPoint, and Teams
• Experience using AI productivity tools preferred
• Strong written communication skills; able to draft professional emails and correspondence
• Highly organized with excellent attention to detail and the ability to manage multiple priorities
• Discreet, dependable, and professional in all interactions