ADMINISTRATIVE ASSISTANT - UNIVERSITY OF ST. THOMAS

Responsible for clerical functions and administrative support of food service programs, group sales and human resources.

Essential Duties and Responsibilities:

• Assists with staff check-in before the event.
• Assists with staff training.
• Supports team on event planning and execution.
• Organize group needs weekly - touch base regarding upcoming events.
• Responsible for setup, collection and auditing of all event paperwork.
• Participates in general office duties: meetings, cleaning, filing and other similar administrative activities.
• Promotes a cooperative work climate, maximizing productivity and morale.
• Conducts regular scheduled meetings to ensure lines of communication are open between management and team members.
• Displays a positive attitude towards team members.
• Completes all projects in a timely manner.
• Creates legendary experience for guests, team members and clients.
• Answer telephones and direct inquiries in a professional and client centric manner.
• Maintain confidential personnel files.
• Assist management staff in preparing confidential employment and labor relations documents, including but not limited to proposed disciplinary notices.
• Assist with staffing, including finding staff when employees call out on short notice.
• Enter weekly sales using computer.
• Process vendor invoices for payment - using computer, making sure addition is correct and checking item prices against bid specifications, making sure there is no discrepancy in pricing.
• Perform monthly vendor statement reconciliation.
• Assist in preparation of end of month financial reports.
• Maintain clean and safe work environment; ability to perform job safely.
• Stand for long periods of time and be able to actively engage physically with guests.
• Ability to stand, walk, stoop, kneel, crouch or crawl.
• React with physical and mental alertness in emergency situations.
• Demonstrate physical stamina and agility required to be mobile for long periods throughout the day.
• Lift/move materials and equipment up to 50 pounds.
• Move from sitting to standing position easily and quickly.
• Performs other duties as assigned.

Requirements:

The ideal candidate will have 1 year or more experience as an administrative assistant ideally in a food or hospitality setting. An outgoing personality is preferred. The candidate should have the ability to interact with high profile guests and remain professional and dedicated to providing exceptional experience. The ability to communicate effectively by speaking and comprehending English, with the ability to problem solve and make decisions with little guidance.