Administrative Assistant -Mt Rainier Administrative

Guest Services, Inc.•Ashford, WA

2d•$25•Onsite

About The Position

The Administrative Assistant provides high-level administrative and operational support to senior leadership. This role is responsible for ensuring executive priorities are executed efficiently through proactive calendar management, communication coordination, meeting preparation, travel logistics, and confidential administrative support. The position reports to the Vice President of Hospitality. The position helps support numerous positions including, but not limited to, WC Facilities Director, WC Operations Manager, Accounting Analyst, Retail Director, and the Rainier leadership team.

Requirements

Strong organizational and time-management skills with the ability to manage multiple priorities.
3-5 years of experience supporting senior executives in an administrative capacity.
High school diploma required; some college preferred.
High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms (Teams, Zoom, SharePoint, etc.).
Physical on-site presence at the Ashford office is required.
Speech recognition and clarity, including the ability to understand the speech of customers, vendors, and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
Excellent written and verbal communication, particularly in English. Bilingual is a plus but not required.
Ability to stand, sit or walk for extended periods of time.
Must be able to stoop, bend, and perform repetitive motion.
Ability to lift, push, and carry up to 10 lbs. occasionally.
Knowledge of Commercial Kitchen Machinery, Appliances, Tools, Utensils, and Cash Registers/POS Systems.
Typical office equipment (computers, phone system, fax, copiers, scanners, among others.).

Responsibilities

Provide direct administrative support to executive leadership, including managing daily workflows and priorities, meeting notes.
Anticipate executive needs and proactively resolve scheduling, coordination, and logistical challenges.
Serve as key liaison between the executive and internal teams, partners, vendors, and stakeholders.
Draft, proofread, and distribute professional communications on behalf of executive leadership.
Support executive messaging with polished written materials, reports, and correspondence.
Maintain organized filing systems, electronic records, and confidential documentation.
Support cross departmental project coordination, including tracking timelines, deadlines, and key deliverables.
Process expense reports, invoices, and administrative requests accurately and in a timely manner.
Answer incoming calls and professionally greet, welcome, and direct staff, guests, and visitors as needed.
Attend meetings to capture minutes, document action items, and distribute summaries and follow-up communications to appropriate stakeholders.
Manage incoming requests with discretion, prioritization, and timely response.
Coordinate travel arrangements, including flights, lodging, transportation, and itineraries.
Ensure travel aligns with business priorities and operational schedules.
Handle sensitive business information with the highest level of discretion and integrity.
Represent the executive office with professionalism and strong interpersonal skills.