Aspen Acres Administrative Assistant (Part-Time | ~30 Hours/Week)

Aspen Acres Administrative Assistant (Part-Time | ~30 Hours/Week) The Aspen Acres Administrative Assistant plays a key supporting role in the day-to-day operations of the property, including The Barn, The Social Hall, and The A-Frames . This position is designed to reduce administrative workload for the Director of Operations , while ensuring smooth, timely, and detail-oriented execution across client communication, scheduling, and internal organization. This is a 30-hour/week position , primarily weekday-based with occasional flexibility needed during peak seasons. Position Overview This role is ideal for someone who is: Highly organized and detail-oriented Proactive and efficient with administrative tasks Comfortable communicating with clients in a warm, professional tone Able to manage multiple systems and keep information accurate and up-to-date You will act as the administrative backbone of the business , ensuring nothing falls through the cracks while supporting both leadership and client experience. Core Responsibilities Client Communication & Inbox Management Monitor and respond to inbound inquiries in HoneyBook , Airbnb , and Lodgify Ensure all messages are responded to within expected timeframes Send follow-ups, reminders, and general client communication Route complex or sensitive conversations to the Director of Operations Scheduling & Calendar Management Maintain and update Google Calendar for: Tours Pre-event meetings Vendor walkthroughs Ensure no overlaps, missed bookings, or scheduling gaps Assist with confirming appointments and sending reminders Client File & Document Management Organize and maintain client files, contracts, and folders Assist with: Sending contracts and invoices Updating client details and event notes Ensure all documentation is accurate, complete, and easy to access Pre-Event Administrative Support Assist in preparing: Pre-event meeting documents Layout notes and timelines Vendor communication and confirmations Help ensure all final details are organized ahead of events General Administrative Tasks Email and vendor communication support Assist in creating and updating: Resource guides Vendor lists House rules and internal documents Help manage internal organization systems and workflows Occasional assistance with: Mail Basic bookkeeping prep (tracking, not accounting) Inventory or supply tracking On-Call Responsibilities Participate in a rotating on-call schedule for The A-Frames, supporting guest communication and basic property needs outside of standard working hours Monitor and respond to guest messages in Airbnb and Lodgify in a timely and professional manner Address routine guest needs such as: Check-in assistance General property questions Minor troubleshooting guidance Triage incoming issues and escalate urgent, emergency, or high-level concerns (maintenance, safety, or guest escalations) to the Director of Operations or appropriate team member Maintain a calm, helpful, and solution-oriented tone when communicating with guests, especially during after-hours situations

Note:

This role is not expected to resolve complex emergencies independently, but rather to act as a first point of contact and communicator, ensuring guests feel supported while coordinating next steps internally. Marketing & Light Support Tasks (Optional/As Needed) Assist with simple updates or coordination with social media team Help organize photos, content, or marketing materials Support execution of promotions or announcements Ideal Candidate Strong written communication skills (friendly, polished, professional) Extremely detail-oriented and organized Comfortable learning and navigating multiple software systems Able to prioritize tasks and work independently Positive, team-oriented mindset Preferred Experience Administrative support, hospitality, or event-related experience Familiarity with tools like: HoneyBook Airbnb Lodgify Google Drive Schedule & Compensation Approximately 30 hours per week Primarily weekday hours, with occasional flexibility Compensation based on experience Why This Role Matters This position is critical to maintaining the high-end, seamless experience Aspen Acres is known for . By supporting administrative systems and communication, this role allows leadership to focus on growth, client experience, and event execution at the highest level .

Pay:

$16.00

• $19.

00 per hour

Work Location:

In person Aspen Acres Administrative Assistant (Part-Time | ~30 Hours/Week) Spearfish, SD 57783 $16

• $19 an hour
• Part-time $16
• $19 an hour
• Part-time Aspen Acres Administrative Assistant (Part-Time | ~30 Hours/Week) The Aspen Acres Administrative Assistant plays a key supporting role in the day-to-day operations of the property, including The Barn, The Social Hall, and The A-Frames .

This position is designed to reduce administrative workload for the Director of Operations , while ensuring smooth, timely, and detail-oriented execution across client communication, scheduling, and internal organization. This is a 30-hour/week position , primarily weekday-based with occasional flexibility needed during peak seasons. Position Overview This role is ideal for someone who is: Highly organized and detail-oriented Proactive and efficient with administrative tasks Comfortable communicating with clients in a warm, professional tone Able to manage multiple systems and keep information accurate and up-to-date You will act as the administrative backbone of the business , ensuring nothing falls through the cracks while supporting both leadership and client experience. Core Responsibilities Client Communication & Inbox Management Monitor and respond to inbound inquiries in HoneyBook , Airbnb , and Lodgify Ensure all messages are responded to within expected timeframes Send follow-ups, reminders, and general client communication Route complex or sensitive conversations to the Director of Operations Scheduling & Calendar Management Maintain and update Google Calendar for: Tours Pre-event meetings Vendor walkthroughs Ensure no overlaps, missed bookings, or scheduling gaps Assist with confirming appointments and sending reminders Client File & Document Management Organize and maintain client files, contracts, and folders Assist with: Sending contracts and invoices Updating client details and event notes Ensure all documentation is accurate, complete, and easy to access Pre-Event Administrative Support Assist in preparing: Pre-event meeting documents Layout notes and timelines Vendor communication and confirmations Help ensure all final details are organized ahead of events General Administrative Tasks Email and vendor communication support Assist in creating and updating: Resource guides Vendor lists House rules and internal documents Help manage internal organization systems and workflows Occasional assistance with: Mail Basic bookkeeping prep (tracking, not accounting) Inventory or supply tracking On-Call Responsibilities Participate in a rotating on-call schedule for The A-Frames, supporting guest communication and basic property needs outside of standard working hours Monitor and respond to guest messages in Airbnb and Lodgify in a timely and professional manner Address routine guest needs such as: Check-in assistance General property questions Minor troubleshooting guidance Triage incoming issues and escalate urgent, emergency, or high-level concerns (maintenance, safety, or guest escalations) to the Director of Operations or appropriate team member Maintain a calm, helpful, and solution-oriented tone when communicating with guests, especially during after-hours situations

Note:

This role is not expected to resolve complex emergencies independently, but rather to act as a first point of contact and communicator, ensuring guests feel supported while coordinating next steps internally. Marketing & Light Support Tasks (Optional/As Needed) Assist with simple updates or coordination with social media team Help organize photos, content, or marketing materials Support execution of promotions or announcements Ideal Candidate Strong written communication skills (friendly, polished, professional) Extremely detail-oriented and organized Comfortable learning and navigating multiple software systems Able to prioritize tasks and work independently Positive, team-oriented mindset Preferred Experience Administrative support, hospitality, or event-related experience Familiarity with tools like: HoneyBook Airbnb Lodgify Google Drive Schedule & Compensation Approximately 30 hours per week Primarily weekday hours, with occasional flexibility Compensation based on experience Why This Role Matters This position is critical to maintaining the high-end, seamless experience Aspen Acres is known for . By supporting administrative systems and communication, this role allows leadership to focus on growth, client experience, and event execution at the highest level .

Pay:

$16.00

• $19.

00 per hour

Work Location:

In person