• Administrative Assistant lll

    Job Locations US-MA-Lenox
    Job ID
    2018-1336
    Category
    Nutrition
    Type
    Full Time
  • Overview

    Canyon Ranch® has been a trailblazer and an industry-leading proponent of the wellness lifestyle and real estate living for nearly 40 years, operating the world's most celebrated collection of life-enhancement properties. Canyon Ranch has wellness destinations in Tucson, Arizona and Lenox, Massachusetts. In addition, Canyon Ranch operates the world’s largest day spa at The Venetian® & The Palazzo® hotels in Las Vegas, Nevada and 22 Canyon Ranch at Sea® wellness facilities across four luxury cruise lines: Cunard Cruise Line, Oceania® Cruises, Regent Seven Seas Cruises®, and on Celebrity Cruises®. Canyon Ranch is a 13-time winner of Travel + Leisure's Best Spa Award, an 11-time recipient of the Condé Nast Traveler Best Destination Spa Award, is honored by Town & Country as one of the ‘Best Luxury Spas in the World’ in their 2017 Spa Awards and is recognized as the ‘Best Wellness Program’ by Virtuoso’s ‘Best of the Best’ 2017 awards.

    Responsibilities

     

    This person will provide administrative support for the Corporate Director & Department Directors of Health & Healing for the operational and strategic business aspects and projects that extends the Canyon Ranch brand and wellness mission.

     

    This position will allow you to showcase your advanced Microsoft Office skills as you keep the department running smoothly on a day-to-day basis.  This includes answering phones, and organizing and managing the calendars. You’ll have the opportunity to interact with internal and external guests by providing information and answering questions.  

     The successful candidate will be highly organized and able to work independently on a variety of projects.  You’ll have excellent phone and interpersonal skills – the ability to cheerfully handle stress in a busy office is a must! 

     The “administrative” part of this position entails scheduling and making appointments, coordinating with the Guest Services team, preparing meeting minutes as needed, creating databases for various reports, preparing letters, managing inventory of office supplies and collateral, and you’ll become well-acquainted with the mail room.   

     

    He or she will perform a dynamic variety of administrative duties including, but not limited to:

    • Answering multi-line telephones, taking messages and/or triaging calls to appropriate person;
    • Typing, designing and distributing general correspondences, memos, charts, tables, graphs, contracts, etc.; 
    • Proofreading copy for spelling, grammar and layout making changes where appropriate.  Responsible for accuracy and clarity of final copy; and
    • Photocopying, faxing, sorting mail, processing purchase orders, check requests, invoices and expense reports.
    • Responsible for taking meeting minutes, independent development of meeting agendas and other meeting preparation requirements.
    • Assists with data collection, analysis and report preparation and writing and other plans or projects as assigned by Corporate director of Health and Healing
    • Prepares and submits expense reports for Medical doctors and departmental directors
    • Maintains database documenting MD licensing, Medical malpractice coverage, Sabbatical and CME under the supervision of the Corporate Director
    • Schedules and coordinates travel arrangements for Health and Healing Corporate and Department Directors.
    • Acts as a liaison with other departments, visitors and outside agencies, including high-level staff.  Handles confidential and non-routine information and interprets guidelines, procedures, protocols, policies and practices when necessary.

    Qualifications

    The successful candidate will:

     

    Education:

    High School Diploma or equivalent.  Associate’s degree in general business, accounting, communications, English, or management is preferred.

     

    Certification/License:

    Not applicable

     

    Experience:

    Three or more years of progressively responsible administrative assistant experience.

     

    Knowledge, Skills & Abilities:

    • High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
    • Ability to interact and communicate with individuals at all levels of the organization.
    • Proficiency with a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint)
    • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
    • Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
    • Ability to work independently with little supervision.
    • Ability to handle problems and non-routine situations by determining the approach or action to take, and interpret guidelines, procedures, protocols, policies and practices.

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