Executive Administrative Assistant

WHO ARE WE?

Nestled in the breathtaking mountains of McCall, Idaho, Shore Lodge Whitetail Club offer more than an extraordinary destination, we create memorable experiences through genuine hospitality, exceptional service, and a shared commitment to excellence. Our success is built on the people who bring our properties to life. Every role makes a difference, and we take pride in fostering a collaborative environment where initiative is valued, relationships matter, and every contribution helps create something exceptional.

WHAT YOU GET TO DO:

• Serve as the welcoming first point of contact and professional face of the organization, greeting visitors, managing incoming calls, and thoughtfully directing inquiries while ensuring appropriate access to Executive Leadership.
• Provide comprehensive administrative support to the Executive Team, including correspondence, call screening, document preparation, filing, and reporting, while maintaining the highest level of professionalism and confidentiality.
• Manage incoming and outgoing mail, departmental distributions, business postage, and mailroom operations, including the Pitney Bowes postage system.
• Coordinate weekly new-hire orientation preparations, including job descriptions, name cards, passport cards, name tags, and supporting materials.
• Serve as an administrative liaison between internal departments, external partners, and vendors to support projects and operational initiatives.
• Prepare and distribute minutes from weekly Manager Meetings, ensuring accurate documentation and timely communication.
• Process purchase orders, invoices, expense reimbursements, relocation expenses, and credit card reimbursements through Purchasing Software.
• Assist Human Resources with maintaining confidential employee records, including new-hire, active, and terminated employee files, and annual records purging.
• Maintain and organize venue contracts in the General Manager's Contract Book in collaboration with Sales and Catering.
• Collect, consolidate, and distribute weekly management schedules to the General Manager, Human Resources Director, and Payroll Specialist.
• Coordinate employee recognition initiatives, including monthly birthday and service anniversary cards, and manage business card orders for executives and managers.
• Oversee administrative services for the 800 Building, including scheduling carpet cleaning, confidential document shredding, and other office support needs.
• And all other duties as assigned.