Job Title: Executive Administrative Assistant

Department: Executive

Reports To: General Manager

FLSA Status: Non-Exempt

Starting Rate: $18.02 per hour

License : Class III

Closing Date: Open Until Filled

SUMMARY: Under the direction/supervision of the General Manager, the Executive Administrative Assistant is responsible for administrative support for the Executive office. The individual requires utmost integrity, professionalism and confidentiality. The individual will manage a variety of general office activities by performing the following duties:

Essential Duties and Responsibilities include the following:

• Exhibits a friendly, helpful and courteous manner when dealing with our guests and fellow associates; portrays self-confidence in personal and telephone conversations.

• Adhere to strict confidentiality in all matters.

• Flexibility in working hours is an asset.

• Proficient in Microsoft Office: Word, Excel, PowerPoint and Outlook; and possesses ability to grasp other software adeptly.

• Coordinates all Casino related communications with the GM and Casino Executives.

• Organizes and maintains highly sensitive documentation.

• Screens and routes all incoming correspondence and telephone calls.

• Prepares correspondence, memos, check requests, purchase requests, proposals, PAN forms, performance evaluations, etc. as necessary.

• Advises department heads of situations that may require his/her intervention.

• Coordinates team meetings either through Zoom/Google meets or through in-person; takes minutes during meetings and transcribes and follows up with action items.

• Coordinates projects as needed, such as “Year in Review” booklets, Town Hall meetings, as needed, salaried team meetings as needed, assists in AMCR golf tournaments as needed.

• Maintains personal information (address, home telephone and emergency contact) on operations team and department heads.

• Notifies executives of policy changes, important company news or special letters and preparing and distributing documents internally (email, posting and mailboxes).

• Acts as an informational source to department by providing general information to associates, guests and vendors.

• Maintains executive meeting schedule.

• Maintains schedule for executive conference room use and arranges for use of other conference room locations when requested.

• Acts as relief receptionist when necessary.

• Maximizes office productivity through proficient use of appropriate software applications.

• Establishes uniform correspondence procedures and style practices.

• Possesses ability to draft correspondence/bulletins on behalf of executive team for final review/revision.

• Prepares activity reports for guidance of management.

• Develops and standardizes administrative practices and procedures for the casino.

• Calculates/tracks and reconciles all employee travel expenses.

• Updates the Travel Policy as necessary to reflect changes in cost of travel and mileage, and internal practices.

• Assists Director of Finance in coordination of project activities including liaison with project team members, preparation of status reports, and maintenance of key project files.

• Coordinates travel requests and reimbursements, including making flight and lodging arrangements when necessary.

• Maintains petty cash disbursements and accountability.

• Tracks and reconciles all credit card accounts

• Maintains all contract files for the General Manager.

• Maintains/manages the Insurance Profile.

• Assists in the development and finalization of presentations for both internal and external communication.

• Gathers and compiles all information for the Limited Liability Corporation (LLC) monthly meetings and maintains files of such on the “shared drive”.

• Prepares and maintains expense reports for Executives.

• Excellent calendar management skills, scheduling complex meetings and handling logistics.

• Supports business development and marketing efforts

• Trains other administrative staff and provides administrative direction for other admin assistants.

• Reconciles Hotel Charges for all casino comp rooms at local hotels and prepares for payment.

• Assists Marketing Department with promotional donation packages.

• Maintains/reconciles payroll records for the Executive Team and the Compliance Department.

• Other duties as assigned by the General Manager.

  Supervisory Responsibilities : No supervisory responsibilities.

  QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully complete the essential duties of the position with or without reasonable accommodation.

  EDUCATION and/or EXPERIENCE: Associate's degree (A. A.) or equivalent from two-year college or technical school. Minimum 4 years secretarial experience in a progressive environment. Must possess excellent communication and organizational skills. Must be computer-literate and conversant in Word, Excel, Power point, Erequester, ADP system and Email. Able to type 60 words/minute with accuracy.

  LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of guests or associates of organization.

  MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

  REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

  PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job with or without reasonable accommodation. This position requires sedentary work. The associate is only occasionally required to exert up to 10 pounds of force and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. The associate is sitting most of the time.

  WORK ENVIRONMENT: The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job with or without reasonable accommodation. The position exists in a casino work environment where there is occasional exposure of the associate to noise and cigarette smoke from the casino floor.

  NATIVE PREFERENCE: The Mohawk Gaming Enterprise utilizes a Native American preference policy in hiring, training, and promotion. When there is a job opening or training opportunity, the Gaming Enterprise will evaluate all candidates for the position and will select the most qualified candidate. In the event two or more candidates meet all of the job requirements and have substantially similar qualifications, the Gaming Enterprise will utilize the preference policy to make the final determination on who will be offered the opportunity or position.

  When preference is utilized, first priority will be given to enrolled members of the Saint Regis Mohawk Tribe. Second priority will be given to members of other federally recognized Tribal Nations and/or First Nations citizens from Canada. All other individuals will be third priority.

  Certificates, Licenses, Registrations: Must obtain and maintain a New York State Certification Class III gaming license and St. Regis Mohawk Tribal Gaming License which require a criminal background check to be used solely for employment purposes. Failure to disclose required information will result in rescinding the job offer. Successful candidates for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed. In case of a positive result, the candidate is not eligible for employment with the Akwesasne Mohawk Casino Resort. Employment will not begin until process is complete.

  “The Mohawk Gaming Enterprise is an Equal Employment Opportunity Employer.”