The Administrative Assistant, under the direction of the VP of Marketing and Sales, is responsible for performing office administrative support functions in support of the day-to-day operations of the Marketing Department. The position is responsible for providing attentive, professional customer service to all customers, striving always to exceed expectations.
ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)
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Screens and directs incoming mail, telephone calls, website contact forms, and all other incoming communications.
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Arranges and coordinates meetings.
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Manages and maintains the Executive's schedule: appointments, makes travel arrangements, and distributes meeting minutes.
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Assists with collecting data related to the Marketing Department's operations and Casino promotions.
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Generate, proof, and review marketing reports utilizing casino gaming software programs.
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Prepares written reports and makes recommendations regarding the Marketing Department's organizational and administrative procedures and practices.
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Reviews and processes documents such as contracts, agreements, and other documents for approval.
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Acts as a liaison with other departments concerning coordinating promotional activities.
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Prepares, drafts, formats, edits, revises, and processes various documents and forms, including presentations, reports, correspondence, memos, agenda items, meeting minutes, and other specialized materials.
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Assists the VP of Marketing & Sales with developing, implementing, and training various projects related to company and department goals, objectives, and procedures.
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Assists with preparing training materials and develops, assembles, and maintains a variety of project training and reference materials.
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Supports department initiatives by serving in a project support role that tracks and monitors action items and other communications.
ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)
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Review departments operating practices and procedures to determine whether improvements can be made in workflow, procedures, forms, reports, and/or expenditures.
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Organizes and maintains filing system, retrieves documents and reference materials.
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Maintains and processes free play credit coupon requests, travel packages, and sponsorship requests.
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Records and distributes all department invoices for approval, payment and orders departmental supplies.
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All other job-related duties as assigned.
CONTACTS:
Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, executives, Board of Directors, customers, and outside vendor/service providers.
PHYSICAL REQUIREMENTS:
Position sedentary, primarily sitting and lifting a maximum of 10 pounds. Physical factors include constant standing, walking, sitting, use of hearing, near/midrange/far vision, typing, occasional carrying/lifting, reaching, manual handling, travel, and bending. Working conditions include frequent exposure to air quality and occasional exposure to noise and vibration. Potential hazards include constant client contact computer use and frequent office equipment use.
REQUIREMENTS:
Education: High School diploma or equivalent. Associate's degree in Office Administration or related degree preferred.
Experience: Minimum of 3 years of administrative office experience required.
Certification/License: Must undergo a criminal background investigation done under the rules of the National Indian Gaming Commission.
Knowledge, Skills, and Abilities: Knowledge of administrative and clerical procedures required. Knowledge of business principles is preferred. Knowledge of practices and formats for development, strategic planning, and project management preferred. Knowledge and proficiency in organizational / flow chart, project management, and other specialty software programs preferred. Proficient in spelling, punctuation, and grammar. Must be able to use word processing, spreadsheet, and database software. Must have strong customer service skills. Must be able to analyze and interpret written documents and reports. Must have excellent communication skills and communicate clearly in person, in writing, by telephone, and by email. Must be able to prepare reports, letters, memoranda, policy and procedural drafts, and other written documents. Excellent organizational skills are required. Must be able to plan, prioritize, and manage workload to meet deadlines. Must be able to work extended hours when needed. Must be flexible and available to work various shifts, including nights, weekends, and holidays. Must be able to work under pressure and handle difficult situations. Must be able to work with minimal supervision. Critical thinking and decision-making skills required. Must maintain confidentiality and privacy. Native American preferred.
