Hotel Executive Assistant in Fort Hall, Idaho at FORT HALL CASINO
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Job Description
JOB DESCRIPTION
POSITION TITLE | Hotel Executive Assistant | DEPARTMENT | G&A |
REPORTS TO | Hotel Executive Administrative Assistant/Hotel Executive Director | LICENSING LEVEL | Key |
SALARY GRADE | NE07 | FLSA STATUS | Non-Exempt |
POSITION SUMMARY
Contributes to the efficient daily operation of the executive staff by performing a variety of administrative duties on behalf of and for the Executive Hotel Management department, in accordance with the established policies and procedures of the Shoshone-Bannock Casino Hotel. Maintains professionalism in all interactions with internal and external customers.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Serves as primary point of contact for matters directed to Hotel Executive Director; researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
- Prepares purchase orders and verifies invoices.
- Assists the Hotel Executive Director with projects and assignments as directed.
- Develops and prepares reports for Hotel Executive Director.
- Reviews documents requiring Hotel Executive Director approval; ensures accuracy with management prior to submitting for approval.
- Receives, sorts, logs, and routes mail.
- Orders office supplies as necessary.
- Assists with the planning and execution of internal and external events.
- Prepares Fort Hall Business Council packets, presentations, resolutions, and documents.
- Prepares and scans purchase requisitions and invoices.
- Prepares correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications from drafts, recordings, or verbal instruction.
- Maintains Hotel Executive Directors calendar and appointments; schedules appointments; coordinates and arranges meetings, conferences, programs, and other events.
- Supervises the Hotel Executive Assistant.
- Attends meetings and takes notes for Hotel Executive Director as requested; documents action items and decisions.
- Represents the organization to external agencies, consultants, and other organizations and individuals in a professional manner to maintain a strong organizational and community reputation.
- Establishes and maintains effective filing and retrieval system of departmental information.
- Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department.
- Greets internal and external customers and visitors, determines nature of business, answers questions, and directs to appropriate personnel.
- Screens incoming calls and correspondence; exercises judgment and responds accordingly.
- Responds to questions and requests for information in a professional and timely manner.
- Arranges travel; prepares and submits travel-related documents; and maintains travel information as necessary.
- Receives, sorts, logs, and routes mail.
- Orders office supplies as necessary.
- Establishes and maintains an effective system of communication within the department and builds and fosters effective working relationships with others.
- Complies with all property and department policies and procedures.
- Represents the organization to external agencies, consultants, and other organizations and individuals, in a professional manner to maintain a strong organizational and community reputation.
- Maintains strict confidentiality of all information processed through the department including records, reports, documents, conversations, etc.
- Contributes to a team effort and accomplishes related results as required.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Goals, objectives, functions, policies, and procedures of Shoshone-Bannock Casino Hotel.
- Applicable federal, state, tribal, and gaming laws, regulations, requirements, and principles.
- Department organization, functions, objectives, policies and procedures.
- Office management systems and procedures.
- File and records management.
- Basic accounting procedures.
- Budget tracking and compliance.
- Inventory management.
- Customer service standards.
Skill in:
- Operating various word-processing, spreadsheets, and database software programs in a Windows environment.
- Preparing, reviewing, and analyzing operational reports.
- Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
- Correct English usage, grammar, spelling, and punctuation.
- Exceptional customer service.
Ability to:
- Maintain confidentiality.
- Thrive in a team environment.
- Communicate efficiently and effectively both verbally and in writing.
- Interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
- Work independently and meet strict timelines.
- Analyze situations and adopt appropriate courses of action.
- Establish and maintain professional relationships with the public and co-workers.
- Make solid decisions and exercise independent judgment.
- Work in a fast-paced environment and meet deadlines.
- Uphold strong ethics and integrity
MINIMUM QUALIFICATIONS
- High School Diploma or GED.
- Four (4) years of progressive administrative or executive secretarial experience.
- A combination of relevant education and related work experience may be considered.
- Valid driver’s license is required when driving vehicles for work-related purposes.
- Must be able to successfully pass a background screening / investigation according to the established requirements below.
- Tribal and Native American preference shall apply to all positions.
CERTIFICATIONS, LICENSES, AND/OR REGISTRATIONS
- Must be able to submit supporting documentation of education and training to support qualifications.
- Must obtain and maintain a driver's license and qualify for insurance coverage on company vehicles.
Background Investigation Requirements
- Pre-employment drug screen.
- Personal reference check and employment verification.
- Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
PHYSICAL DEMANDS
While performing the duties of this job, the employee regularly is required to sit; use hands to manipulate, touch, or grasp; use a computer and cellphone/telephone; and talk or hear. The employee occasionally is required to stand; walk; reach with hands or arms; and lift up to 25 pounds. The employee may rarely climb or balance; and taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee occasionally is exposed to dust, fumes, airborne particles, allergens, and/or second-hand smoke; and hostile, offensive, and / or violent individuals.
WORK ENVIRONMENT
Work is generally performed in an office and/or casino setting with a moderate and occasionally high noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel may be required for training, meetings, conferences, presentations, and other events.
EMPLOYEE ACKNOWLEDGEMENT
The signatures below confirm that the employee and supervisor have discussed the contents of this job description.
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Supervisor Signature |
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Updated 4/1/2026