Address
Form of workOverview
The Executive Assistant will report directly to the CFO. The Incumbent is responsible for coordinating office activities including scheduling appointments, delegating work, and providing information to callers, taking notes, and providing general administrative support to the Chief Financial Officer. Relief administrative support may also be required for other senior level executives.
Responsibilities
Essential Job Functions include:
Qualifications
#IndeedSHRSS
#ZipDirector+
#LI-ML1
The Executive Assistant will report directly to the CFO. The Incumbent is responsible for coordinating office activities including scheduling appointments, delegating work, and providing information to callers, taking notes, and providing general administrative support to the Chief Financial Officer. Relief administrative support may also be required for other senior level executives.
Responsibilities
Essential Job Functions include:
- Take notes on computer and/or transcribes from voice recordings (if such is required by the CFO) involving standard business vocabulary on highly confidential company matters
- Compose and types routine or complex correspondence and reports from rough drafts, editing format, grammar, punctuation or spelling as needed
- Establish, maintain and, when necessary, revise department filing system
- Screen telephone calls and visitors, ascertaining who can be re-directed.
- Provide information to callers, including senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations
- Perform a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probably errors could result in unnecessary costs
- Maintain calendar for the Division Head, regularly arranging for meetings, conferences, and appointments. Arranges hotel and travel accommodations
- Oversee calendar for the Division's Sr Vice President; assist with arranging meetings, conferences and appointments, as well as respond to calendar invites that overlap
- Open and review all mail directed to the Division Head. Composes responses to routine inquiries, delegates items to subordinate managers and forwards appropriate items to the Division Head
- Follow up on all assignments delegated to subordinate managers as to status, expected completion date, etc.
- Process invoices through MMS for SGA/SHRSS/HRI; create purchase requisitions when necessary and followup on invoice payments
- Gaming Report subscriptions -periodic basis, process invoices for subscriptions assuring or updating recipients
- Reconcile monthly travel invoice from Native American Travel. Maintain travel log
- Reconcile weekly travel invoice from Airplus [bookings through Travel Inc./Concur]
- Deferred Bonus Plan. Work with plan administrator {Brad Buchanan} to maintain participant records. Communicate with plan manager {Voya}; submit forms, general inquiries.
- Record Minutes of staff meetings; distributes to appropriate personnel
- Manage employee incentives; ie. quarterly division meetings, socials, employee of the quarter, etc.
- Promote a positive public/employee relations at all times
- Maintain a clean, safe, hazard-free work environment within area of responsibility
- Perform all other related and compatible duties as assigned
- Assist with Division and C-Suites necessities; i.e., ordering office supplies/copy machine upkeep, ordering and stocking supplies for C-Suites pantry and conference room
- Co-administrator/superuser for WBMason / office supplier. In addition to ordering general supplies for the Division, review and approve orders from other departments
- Co-administrator for FedEx account. Maintain (create/delete) users from SGA & SHRSS accounts
- Part of Chrome River administration (expense group); includes creating and updating profiles, respond to TM inquiries/issues including application function/malfunctions, communicate with Chrome River support as needed
- Travel Inc/Concur; Native American Travel/Sabre-Get There: travel: liaison/administrator, approvals, invoice reconciliation, recordkeeping; assist Travel Inc. as part of internal travel team. sgatravel@shrss.com. Liaison with agencies, if needed.
- Capital Expenditure Requests. Process CapEx Requests, Asset Disposition Forms, Sole Source-Preferred Vendor form that require manual approvals. Review requests to assure sufficient information is included/attached; print & submit requests that require manual approval
- Government Census & Surveys. Assure documents, when received, are submitted to appropriate area and direct response, if required, is handled.
- Investor Relations conference calls - arrange conference calls for Seminole Gaming and SHRE/SHRI. Review recorded version of call against written script for accuracy. Distribute transcripts and participation lists accordingly (moderators, Tribal Council & Jim Shore, Intralinks)
- Intralinks hubs [Seminole Gaming and SHRE]. Administer site. Upload documents, add/delete Users.
- Gaming property Liquor licenses. Maintain / distribute records. Assure properties are renewing licenses.
- Receivable checks. Update check deposit log. Scan/copy all checks individually. Submit lists and copy of checks to Treasury and others
- Cross-property comp cards
Qualifications
- High School diploma or GED with five (5) to seven (7) years of related experience and/or training or an equivalent combination of education and experience. College degree preferred.
- Prior supervisory experience preferred
- Ability to solve practical problems and deal with a variety of situations where only limited standardization exists
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
- Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or Tribal/governmental regulations
- Ability to write reports, business correspondence and procedure manuals
- Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public
- Duties and responsibilities are typically performed in a professional office setting, but there may be times where you will need to be on the Casino Floor or pass through this area. On the Casino Floor, you may be exposed to casino-related environmental factors including, but not limited to, second hand smoke and excessive noise
- While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms, talk or hear; and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus
#IndeedSHRSS
#ZipDirector+
#LI-ML1
