Administrative Assistant - Management Services | Austin, Texas

Summary/Objective:  

The Administrative Assistant provides administrative and secretarial support for the Management Services, Operations and Organizational Development departments. In addition to typing, filing and scheduling, performs duties such as record keeping, coordination of meetings and conferences/events, obtaining supplies, and working on special projects. Also, answers non-routine correspondence and assembles information. Deals with a diverse group of internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. 

Critical Duties:  

  • Processes corporate and property gift card requests and answers any questions in regards to gift cards, gift card logs, tracking, and returns.
  • Assists in the completion of monthly AMEX reports and personal expense reports for select corporate employees.
  • Oversees and coordinates monthly Owned/Managed Operations Calls. Creates, sends out, and ensures the accuracy of the call schedules; books conference rooms as needed; orders lunches for corporate call participants; creates and distributes call packets
  • Schedules and organizes activities such as meetings, conferences and department activities for all members of the department as needed.  

Essential Duties (other duties may be assigned):

  •  Uploads resumes into Jobvite ensuring accuracy and readability.
  • Schedules, sets up, attends, and distributes notes for the weekly Monday Morning Meeting.
  • Creates New Start/Transition Boxes and property integration materials for all newly developed or acquired properties. This includes making property binders, coordinating with internal departments for necessary property supplies, keeping professional and succinct correspondence with property staff, and organizing the boxes shipping.
  • Obtains Variance Reports from all portfolios (managed and owned) and uploads them to the K drive to ensure SOX compliance. Reproduces these variance reports when needed for SOX audits.
  • Assists the Customer Service team by responding to customer service inquiries and answering and routing calls during peak seasons.
  • Provides additional support for property collections process during peak seasons.
  • Ensures all General Managers have uploaded their end of month reports to the intranet by the last day of the month and is able to reproduce these reports when requested for SOX audits.
  • Assists the Training department with monthly General Manager Training by booking participants travel, booking/setting up conference rooms, sending breakfast meet and greet invites, purchasing snacks for participants, creating binders, sending out the schedule to all presenters, creating name tags, and other various duties.
  • Prints and sends manuals and training materials to properties as needed.
  • Assists the Training department with monthly tasks including updating the intranet calendar, pulling social media analytics, inputting ACCU webinar training participants, updating properties on policy changes, sending gifts to WOW winners, and maintaining the Joe Trainer Facebook page.
  • Assists the Training department with ongoing updates to the Training calendar located on the intranet.
  • Assists the Training and Organizational Development departments with the yearly Inside Track conference by creating binders, booking travel, creating name tags, and other various other duties.
  • Assists in maintaining ongoing communication with property staff through emails and other forms of communication regarding changes in policy or procedures.
  • Oversees the Service Awards Process through the Human Resources department.
  • Assists Human Resources with and other corporate departments with filing.
  • Assists with writing and sending hand written cards for property culture winners, General Manager welcome notes, WOW customer service shout outs, and other notes as needed.
  • Sorts and distributes mail for the Organizational Development, Human Resources, and Management Services departments.
  • Fills rotation of Receptionist duties.
  • Works within a team on special recurring, nonrecurring and ongoing projects.
  • Assists with conference and event planning as needed.
  • Performs other basic administrative tasks such as calendar management, phone duty, booking travel arrangements, ordering lunches, faxing, making copies, ordering and replacing office supplies as needed. etc.
  • Maintains and updates the filing system for the department. Retrieves information from files when needed.
  • Acts as a liaison with other departments and outside agencies.
  • Drafts written responses or replies by phone or e-mail as requested. Responds to regularly occurring requests for information.
  • The core of American Campus culture involves everyone being fully invested in everything that we do down to picking up the smallest piece of trash. No matter their position or duration at any given property, everyone picks up trash.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies: 

  • Technical Capacity.
  • Personal Effectiveness/Credibility.
  • Thoroughness.
  • Collaboration Skills.
  • Communication Proficiency.
  • Flexibility.

Education/Experience: 

  • Associates’ degree preferred and/or 4 years’ experience in the executive administrative support capacity, or equivalent combination of education and experience.

Knowledge, Skills and Abilities:

Knowledge of:

  • Advanced Microsoft Office Suite including Excel, Word, Email and Internet.
  • Intermediate level of proficiency in Microsoft Power Point
  • Advanced proficiency in Microsoft Outlook

Skill in:

  • Organized with the ability to efficiently prioritize tasks.
  • Establishing and maintaining customer service through effective interpersonal communication, both verbal and written with internal and external customers.  Excellent communication skills, both written and verbal.
  • Reading, analyzing and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Writing reports, business correspondence, and procedural manuals.
  • Presenting information and responding to questions from groups of managers, clients, customers, and coworkers.

Ability to:

  • Multi-task.
  • Work independently as a self-starter with a hands-on approach.
  • Define problems, collect data, establish facts, and draw valid conclusions.
  • Comprehend multiple abstract and concrete variables simultaneously.
  • Remain detail oriented while multitasking and meeting multiple deadlines.

Certificates and Licenses:  

N/A

Supervisory Responsibilities: 

N/A

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers and fax machines.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and/or hear.  The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. 

The employee is occasionally required to sit; climb or balance; and stoop, kneel or crouch.  The employee must be able to lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: 

This is a full-time position.  Hours of work may change based upon the needs of the business.

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