Executive Services Specialist (30 Hours Weekly) Position Available In Beaufort, South Carolina

Executive Services Specialist (30 Hours Weekly) 3.0 3.0 out of 5 stars 10 Shipyard Drive, Hilton Head Island, SC 29928

Schedule :

Monday through Friday 9:00 AM – 3:00 PM (Flexible)

POSITION SUMMARY

The Executive Services Specialist is responsible for providing personalized customer service to owners, guests, commercial clients, and service personnel in a professional and timely manner. The Executive Services Specialist works on a wide variety of matters to include, but not limited to: maintaining calendars, updating print and digital distributions and other executive-level clerical functions/responsibilities. The Executive Services Specialist must exhibit a high level of organizational competency and have prior experience with executive-level assistance, multi-tasking in a rapid-paced environment, performing technology-based tasks independently, attention to detail, and record-keeping. In conjunction with the Director of Satiety and Security, the Executive Services Specialist will also be responsible for ensuring efficient and effective operations related to access (specifically the SPOA Access Policy and back—up for STRP and RFID) as needed. The Executive Services Specialist will work in conjunction with and cross-train with the Operations Administrator, Membership Services Specialist and the Guest Services Specialist. This employee will serve as a daily assistant to the General Manager (or other managers as needed). This employee will also be responsible for requesting, logging, and ensuring completion of contracted work/services. This includes ordering general office supplies, conducting N-Touch program initiatives, completing general data entry, maintaining the POA website, and successfully executing outgoing mail projects. The Executive Services Specialist will also work in conjunction with the management team on a variety of other initiatives as needed. These duties will include admin-related clerical tasks, official licensing filing, inter-departmental communications, and creating print/digital communication deliverables as directed by the General Manager or the Operations Administrator. This employee will also work in conjunction with the Membership Services Specialist and Operations Administrator in support of the General Manager’s goal to provide comprehensive and professional service to the membership. This position has direct contact with the entire Shipyard membership and is expected to be respectful and resourceful in those interactions. This position also requires a positive and professional working relationship with the entire SPOA team (including subcontracted employees), board members, contractors, and guests.

ESSENTIAL FUNCTIONS

Answers and directs emails/telephone calls to the appropriate person and provides accurate answers to relevant questions. Updates the POA website in a timely fashion. Conducts sales via a POS system in the absence of the Access Coordinator or Guest Services Specialist. Assumes duties of the Operations Administrator (non-HR duties only) or Membership Services Specialist upon absence. Orders office supplies and replenishes print material as needed. Files, completes data entry, and works on daily processes as directed by the the General Manager or the Director of Safety & Security (or Operations Administrator). Must aide in training of any/all new outer office or temporary personnel as directed by the General Manager. Greets owners, guests, or contractors and directs them to the appropriate person/office when necessary. Maintains a filing system for data entry forms and ensures that they are secure. Aides in the process of ensuring two-way communication between dispatch/office personnel/security staff. Ensures that all work areas are maintained as an inviting place for workers, owners and guests. Provides relevant literature, forms, etc. to owners/guests/commercial workers. Schedules meetings or service calls in the absence of the Operations Administrator or management and orders necessary meeting supplies and refreshments as directed. Performs all other duties as assigned.

COMPETENCIES

Must be capable of maintaining high confidentiality standards at all times. Excellent customer service skills, including the ability to use sound judgment and discretion while resolving conflict. Good communication skills, including the ability to give clear and concise information. Excellent interpersonal skills to ensure effective communication with others. Ability to work well in emotionally-charged situations/during conflict, as diffuse when possible. Thorough knowledge of the ARB Guide to Life in Shipyard , the Shipyard Access Policy, POA Covenants, and By-Laws. Must be able to work independently. Multitasking is a critical and necessary skill. Must be proficient in use of current computer systems, i.e. Microsoft Office. Must be able to keep POA forms, documents, or other materials completely confidential at all times. Professional appearance is mandatory.

EDUCATION & EXPERIENCE

The Executive Services Specialist must have, at minimum, an Associate’s degree in business, hospitality, or related field. Intermediate knowledge of fundamental office procedures, software, equipment, and basic protocols required. A background in hospitality or business administration is desirable. 2-5 years experience in an administrative office setting is preferred. Must complete a 90-day probationary period as outlined in the SPOA Employee Manual, and exhibit the ability to meet any goals/objectives set by management.

PHYSICAL, MENTAL, AND SPECIAL REQUIREMENTS

The demands described below are representative of those in this position necessary to perform essential functions in an administrative support role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job: The employee will be required to sit, walk, and stand for extended periods of time. It will also be necessary to communicate by phone or in person verbally. The employee must be able to communicate with persons from a broad range of diverse backgrounds. The employee may also be required to work before, during, and immediately after a storm or other weather event.

SPECIAL NOTICES

This is not a contract. Must work Mondays. Other job duties may be assigned as needed. This overall description may be modified based on the needs of the POA. Shipyard POA’s posts are all smoke-free environments. South Carolina is an At Will state. In-Person Interviewing being conducted now.

Job Type:

Part-time Pay:

$25.00 – $27.00 per hour

Benefits:

Flexible schedule

Schedule:

Day shift Monday to

Friday Work Location:

In person