Newport Aquarium Office Manager

Be the glue that keeps operations running smoothly behind the scenes. Go beyond clerical duties and play a critical role in efficiency, compliance, and host support. Report to the VP/Executive Director who is the Senior Executive responsible for all business interests at Newport Aquarium. Be a key member of the Senior Leadership Team, fully immersed in the work happening at the highest level. Provide administrative support to the aquarium's directors and partner with leaders across the organization to increase productivity and consistency. Run the business office by displaying organization, accuracy and professionalism with minimum supervision and a high level of self-accountability, discretion and decision-making. Represent the interests of the VP/Executive Director with external executives, government officials and community stakeholders as well as other Herschend executives/leaders.

Responsible for screening calls, generating reports, correspondence, and handling confidential files. Draft meeting agendas, take detailed meeting notes and generate meeting agreements and action lists. Assist in coordinating schedules, activities, and travel for the senior leadership team. Provide receptionist & mail room duties for administrative office as well as full organization and coordination of shared spaces such as conference rooms, flex offices and mail room.

MAJOR DUTIES AND RESPONSIBILITIES:

• Perform clerical duties and special projects as assigned by the VP/Executive Director.
• Reconcile VP/Executive Director's expense account.
• Prepare PowerPoint presentations for business plan alignment and business plan. Track responsibility for slide content and review for a cohesive voice and look.
• Actively participate in all Cultivating Continuous Improvement projects.
• Streamline office workflows to reduce waste and errors.
• Assist with recruiting and onboarding logistics.
• Develop improved processes and efficiencies for cross-departmental projects.
• Help facilitate contract deliverables in the Malbek contract management system.
• Assist in developing financial and business review spreadsheets and presentation decks.
• Operate as the properties Centralized Scheduler, overseeing scheduling of all hourly and seasonal labor.
• Manage all PTO requests for senior leaders.
• Act as a confidential point of contact for hosts and a bridge to HR.
• Schedule, arrange and confirm meetings in the conference room as requested by aquarium staff; attend meetings as required, draft agendas and take accurate minutes or notes for distribution.
• Manage coordination and travel plans and itinerary for all aquarium leadership and visiting Herschend hosts.
• Build working relationships with the VP/Executive Directors' key internal and external contacts.
• Maintain full confidentiality of all corporate and personnel matters.
• Greet business office guests and provide them with temporary credentials and support.
• Prepare letters, memorandums, daily reports and other required communications for both internal and external distribution.
• Participate with special teams like the Resource Conservation Team and/or Host Engagement Committee. Help coordinate meeting minutes, track deliverables, and deliver on programming and events.
• Receive and distribute incoming mail.
• Place orders for and is responsible for inventory of office supplies. Monitor the copier, postage meter and other assigned office equipment.
• Coordinate Aquarium master schedule and school calendar by working with Marketing and Operations leaders.
• Maintain communications with Newport on the Levee and other community partners.
• Oversee the aquariums Love Shares program, managing correspondence with our local community partners, and communicating with our hosts about the great work these partnerships are producing.
• Create and follow a procedure for all Newport Aquarium donation requests in collaboration with the Marketing Director. This includes oversight of gift baskets and ticket donations for non-profit events.
• Participate in the Crisis Communication plan as a member of the CARES team. Responsible for providing support to guest and host families in the event of an emergency.
• Collaborate with the HR & Safety team on the inventory of the host breakroom ensuring that all equipment is in good order.
• Ensure company vehicles follow registration standards.
• Help prepare for audits and inspections.
• Always advocate for our Heartspitality culture in how we treat each other, our guests, and our vendors.
• Assist with other duties as assigned.

QUALIFICATIONS:

• Minimum of four (4) years' experience in operations, administrative duties, and/or support of an executive level role.
• Must be proficient in Microsoft Office products including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Demonstrated ability to use and collect data on spreadsheets and be comfortable presenting as required.
• Ability to use or learn project management software preferred.
• Excellent verbal, written & interpersonal skills required.
• Demonstrated experience highlighting strengths in judgment, ability to plan, prioritize, and organize a diversified workload.
• Must have the ability to work independently, multitask, and stay organized in a non-traditional fast-paced business environment.

REQUIREMENTS:

• Successful completion of pre-employment background check

SHIFT:

• This position typically works on a Monday through Friday business schedule. Individuals need to have the ability to work weekends and holidays as needed.

WHAT YOU'LL GET:

• Comprehensive medical, dental, and vison insurances.
• 40 sick hours, 40 personal hours, 8 Holidays, 80 Vacation Hours annually.
• Profit Sharing and 401K Plan with company match.
• Free entrance for you and your dependents which extends to most Herschend properties.
• Earn 1 General Admission complimentary ticket, that you can give to anyone, per pay period.
• Discounts at Sharky's Cafe, Sweet Dreams Candy Company, and the gift shop.
• Discounted tickets and annual passes for friends and family.
• Training and development opportunities.

You can expect to work on projects that have never been done before - ideas that are unproven, and concepts that make people smile. You can expect to have fun and be treated with respect the minute you start...and through to the end. You can expect to work in an environment that is highly innovative and low in politics - truthful and filled with smart people; all while providing the BEST GUEST EXPERIENCE IN THE NATION!

And most of all, you can expect to work hard and make a difference in our world by helping to bring families closer together.

Looking to pursue your education without debt? Grow U has hundreds of programs available from certifications to college prep to associates, bachelor's, and master's degrees. Most of these programs are fully funded. Learn more at: https://www.newportaquarium.com/Careers/Benefits/GrowU

Newport Aquarium, one of the many Herschend properties, prides itself on creating memories worth repeating. Our Core Values - greatly exceeding guest expectations, serving others, creating emotional connections, and constantly improving - give us purpose and guidance.