Position Overview:
The Administrative Assistant holds a vital role in supporting both the People Services (PS) department and corporate leadership team. The role is the “face” of the Corporate Office, greeting guests and routing them to the appropriate personnel. This position involves supporting various PS functions, including aiding with worker’s compensation claims, recruitment coordination, and benefits administration. Responsibilities may include arranging travel and handling expense reports for corporate leaders. Attention to detail, discretion with confidential information, and strong multitasking and communications skills are essential for success in this role.
About Cote Family Companies: www.cotefamily.com
For over 100 years, this family-owned company has distinguished itself by providing unique, transformative experiences and exceptional memories. Our resorts provide an array of services including accommodations, golf, spa food & beverage, retail, equestrian and conference/event opportunities. Our camps provide transformational memories that our attendees carry with them forever. The Cote Family has invested in its current ventures and is poised for further growth.
COTECares
CoteCares is our “Way of Life”. We believe in enriching the lives of those within our community and this inspires us to create transformative experiences and exceptional memories.
Our associate journey begins and ends with a positive work environment and experience for our team. CoteCares is the namesake for our culture, and our commitment to a culture where all associates feel respected, safe, empowered, appreciated, excited, included and a sense of belonging to something extremely special. Whether it be through community involvement or internally working with each other, CoteCares expresses our world and what we want it to be.
Career Pathing:
Career pathing for the Administrative Assistant in PS is diverse, shaped by individual aspirations and organizational opportunities. Exposure in corporate settings can lead to potential leadership roles for those inclined. Through proactive pursuit of growth and skill development, the Administrative Assistant can establish a fulfilling and prosperous career trajectory in PS or within the hospitality industry.
Duties & Responsibilities:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The duties and responsibilities of the Administrative Assistant can vary depending on the specific needs of the PS department or corporate leadership team they support:
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Managing Communication
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Handle incoming and outgoing emails, phone calls, and written correspondence in line with service and brand standards.
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This includes screening calls, responding to inquiries, and drafting/editing correspondence for the Corporate Director, PS or corporate team.
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Administrative Support
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Provide administrative assistance to the Corporate Director, PS and corporate team.
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Tasks may include, but are not limited to, handling expense reports, invoices, office supply orders, and various administrative duties like report drafting and research.
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Document Support
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Manage documents by organizing electronic and physical filing systems to ensure accessibility and confidentiality.
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Recruitment Support
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Ensure recruitment efforts are organized efficiently
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Scheduling interviews as needed
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Manage communication/correspondence with candidates and internal stakeholders.
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Safety and Benefit Support
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Assist PS staff in managing worker’s compensation claims, including documentation, communication with insurance providers, and coordinating with associates and relevant parties for timely resolution.
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Provide administrative support for associate benefits programs
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Programs include medical insurance, dental, vision, retirement plan, and other ancillary benefits (DailyPay, discount programs, etc.).
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This may involve assisting with benefits enrollment, changes, inquiries, and communications.
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Meeting and Calendar Support
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Coordinate PS and corporate schedules, schedule meetings, appointments, and travel arrangements.
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Prepare meeting agendas, take minutes, and handle logistics for meetings and events, including arranging catering, setting up conference rooms, and preparing materials.
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Project Coordination
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May assist in project management; specifically assisting with the coordination and execution of various projects and initiatives, working close with the Corporate Director, PS and other associates to ensure deadlines are met and goals are achieved.
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Relationship Management
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Build and maintain relationships with internal and external stakeholders. This may involve acting as a liaison between the corporate leadership team and other associates or departments within the organization.
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Problem Solving:
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Proactively identify and address issues or challenges that arise, finding solutions and implementing strategies to overcome obstacles and improve efficiency.
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Other duties as assigned.
Job Requirements
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Effective communication skills with individuals at all levels
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Professional demeanor with a positive attitude and strong work ethic
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Demonstrated ability to multi-task and meet deadlines
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Ability to function under a remote leader, as well as office executives’ and their corresponding needs
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High accuracy and attention to detail, especially with sensitive information
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Strong organizational and time-management skills
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Self-starter; ability to take initiative and work independently with minimal supervision
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Requires ability to maintain confidentiality
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Proficiency in office software applications (Microsoft Outlook, Excel, Word, PowerPoint)
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Willingness to work varied hours and holidays
Education & Experience
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Previous experience as an administrative assistant, preferably in Human Resources/People Services or related field
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Demonstrated experience supporting executives or senior management
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Bachelor’s degree in human resources, business administration, or a related field preferred. Equivalent work experience may be considered.
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Experience with HRIS (Human Resources Information Systems) and ATS (Applicant Tracking Systems) preferred
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HR Certification (PHR, SHRM-CP or SPHR, SHRM-SCP) is a plus
We are an Equal Employment Opportunity employer and value diversity and inclusion in our workplace. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.
We are committed to providing an inclusive and accessible work environment for all candidates and associates.