Executive Assistant at Augustine Casino – Coachella, California

Summary

· The Executive Assistant is the first point of contact for visitors to the Executive Suite, creating a positive and welcoming atmosphere that aligns with our company culture and values. This position also provides a variety of administrative duties in support of the GM and Casino Executive Team. This role is very diverse and requires the ability to multi-task, take independent initiative, properly organize and prioritize to meet deadlines while managing competing priorities.

Responsibilities

· Maintains an active presence at the assigned workstation to be easily accessible as needed.

· Maintains a respectful and friendly demeanor to create a positive impression.

· Answers, screens and directs calls to the appropriate individuals exuding great customer service, taking and relaying messages accurately and promptly.

· Provides excellent customer service by addressing inquiries, providing information and assisting others with their needs.

· Handles and resolves complaints or issues, escalating when necessary.

· Assists with general administrative tasks, such as photocopying, filing, and data entry.

· Maintains and updates contact lists, Team Member directories and other relevant information.

· Works closely with other administrative staff and departments to facilitate smooth operations.

· Supports the GM, AGM, and CFO primarily and provides additional support to the Executive team as needed to ensure that company goals and objectives are accomplished and that operations run efficiently.

· Maintains and refines internal processes that support Executives and coordinates internal and external resources to expedite workflows.

· Supports Executive travel logistic/activity scheduling as needed, including accommodations, transportation and meals.

· Assists with inventory of supplies, suggests cost-saving options as available and places orders for needed items with prior management approval.

· Receives/distributes incoming office mail and sends outgoing office mail in a timely manner.

· Manages, maintains and troubleshoots office equipment, systems and processes.

· Provides administrative and office support, such as typing memos or other correspondence, spreadsheet creation, copies/faxes and maintenance of electronic and printed files and phone directory.

· Assists with training of Team Members on proper operation and handling of equipment.

· Identifies and recommends solutions for operational processes.

· Effectively communicates with Team Members of all levels, answering their questions or directing them to the correct person as appropriate.

· Manages the meeting room appointments, assisting with meeting needs as requested.

· For Senior Staff Meetings, distributes water bottles and ensures snacks are available in the meeting room.

· Takes and distributes meeting minutes for Senior Staff Meetings.

· In conjunction with the Executive team, determines dates/times for monthly Salaried Leadership Meetings and sends calendar invitations.

· Compiles content and develops all Salaried Leadership Meeting presentations, coordinates BEO and controls AV during meetings.

· Compiles data to prepare reports and or presentations needed by the Casino Executive team.

· Compiles content and produces Casino quarterly reports for Tribal Council and Casino Executive team.

· Scans and files all signed lease agreements.

· Checks Certificates of Insurance monthly to ensure they all remain current.

· Participates in Team Member event committees.

· Attends and participates in the Safety Committee meetings.

· Collects and distributes Guest Comment Cards from the Casino.

· Always maintains professionalism and strict confidentiality.

Skills/Abilities

· Ability to prioritize tasks and manage multiple responsibilities simultaneously.

· Efficient time management to meet deadlines and handle various projects.

· Strong written and verbal communication skills.

· Professional and articulate communication, both internally and externally.

· Ability to build and maintain positive relationships with colleagues, clients, and external partners.

· Discretion and confidentiality in handling sensitive information.

· Flexibility to adapt to changing priorities and unforeseen challenges.

· Ability to thrive in a fast-paced and dynamic work environment.

· Proactive problem-solving skills to anticipate and address issues before they arise.

· Ability to find creative solutions to challenges.

· Proficiency in using Microsoft Office Suite and other relevant tools.

· Attention to detail in all tasks, including document preparation, scheduling, and data management.

· Accuracy in handling information and producing error-free work.

· Effective time management skills to coordinate schedules, meetings, and travel arrangements.

· Prioritizing tasks based on urgency and importance.

· Takes initiative; Proactively take on responsibilities without constant supervision.

· Willingness to go above and beyond to ensure executive needs are met.

· Is resourceful; Able to find information and resources independently.

· Capacity to handle unexpected situations with creativity and resourcefulness.

· Experience in managing projects and coordinating efforts across different departments.

· Strong organizational skills for tracking project timelines and deliverables.

· Maintain composure and professionalism in high-pressure situations.

· Handle stressful situations with a calm and collected demeanor.

· Collaborative mindset to work well with other members of the team.

· Supportive attitude towards colleagues and a willingness to assist where needed.

Note

This description incorporates the most typical duties performed. It is recognized that other duties not specifically mentioned may also be performed. The inclusion of these duties would not alter the overall evaluation of the position.

If none of the applicants should meet the stated qualifications, applicants whose education and experience are less than the stated requirements, may be interviewed and hired provided the applicant hired submits a formal written training plan within (30) thirty days which can be completed within a reasonable time agreed upon by the supervisor and the applicant. Applicants who are hired and fail to meet the agreed upon formal training program, will be discharged upon failure to complete the specified training as scheduled.

Indian Preference Policy

Preference in filling vacancies is given to qualified Indian candidates in accordance with Tribal Law. Verification must be submitted with this application, if claiming Indian Preference. Consideration will be given to non-Indian applicants in the absence of qualified Indian Preference eligible candidates.

Equal Opportunity Employer

Within the scope of Indian Preference, all candidates will receive consideration without regard to race, color, sex, religion, national origin, or other non-merit factors.

Qualifications/Education/Experience

· High school diploma or equivalent.

· Must be 21 years of age or older.

· Must be able to obtain and retain a gaming license from Augustine Gaming Commission.

· Minimum 3 years’ experience as an Executive Assistant or similar

· Previous experience in a customer service role is preferred.

· Excellent verbal and written communication skills.

· Proficient in using office equipment, including multi-line phone systems.

· Strong organizational and multitasking abilities.

· Familiarity with basic computer applications (email, Microsoft Office, etc.).

· Available to work a flexible schedule as business needs require, including occasional evenings, weekends, or holidays.

Physical Demands/Work Environment

· While performing the duties, this position is regularly required to sit, use hands, talk and hear.

· Frequently lifts and/or moves up to 10 pounds.

· Specific vision abilities of close vision, distance vision, peripheral vision, depth perception, and ability to focus.