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    Executive Assistant - Dallas, United States - ZOOCEANARIUM GROUP LLC

    ZOOCEANARIUM GROUP LLC
    ZOOCEANARIUM GROUP LLC Dallas, United States

    15 hours ago

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    Description

    Job Description

    Job DescriptionJob Description
    Executive AssistantPosition TitleExecutive AssistantReports ToDirectorDepartmentGuest Experience ProjectChildren's Aquarium DallasDate Written/Revised26 April 2024Position SummaryThis position will serve as the communication hub for Aquarium operations in a professional and courteous manner. This role will also deliver a positive guest experience, by providing accurate information in the most efficient way possible. This position will assist the Director in all office management and administrative tasks. In addition, this role will have a heavy involvement in the coordinating and execution of the aquarium activations. Duties & Responsibilities
    • Maintain the CAD sales point inventory.
    • Assist the Executive Director.
    • Manage invoice approval process. Send invoices to accounting in a timely manner.
    • Answer all phone calls for CAD. Transfer calls or take messages as appropriate.
    • Answer general questions in a timely and accurate manner, keeping guest relations as a top priority.
    • Utilize web-based software to keep track of all incoming guest emails and respond in a timely manner.
    • Distribute incoming US mail, delivery and courier packages. Place correct postage on outgoing US mail and have mail ready for pick-up by the designated time each day.
    • Manage vendor relationships and be the point of contact with other delivery and courier vendors. Assist the management team in animal deliveries.
    • Maintain an inventory of office supplies and place replacement orders as needed.
    • Assist the animal team with the procurement of supplies. Enforce the supply ordering procedure as needed.
    • Keep up to date with all new animals within the Aquarium.
    • Work with animal care team to create signage for exhibits.
    • Update the internal calendar with all events, groups, birthdays, and anniversaries.
    • Assist Administrative Coordinator in group bookings as needed, including drafting LOAs and taking payments.
    • Assist in event planning, organizing, and execution of events. Collaborate with the Director to order supplies and complete event prep ahead of schedule.
    • Be the "day-of" point of contact for the events to ensure its success.
    • Administer team parking passes. Keep employee vehicle list up to date.
    • Assists in recording procedures or instructions for departmental organization strategies by creating appropriate documentation.
    • Assist staff members with preparation of materials that can be efficiently handled at the reception desk. May include database input as well.
    • Work closely with all internal and external departments to foster an outstanding and seamless guest experience throughout CAD.
    • Be part of a team that motivates and inspires each other to perform at their very best, through respect and frequent communication.
    • Runs errands as necessary.
    • Assist in other departments as required.
    Experience, Skills & Qualifications
    • Previous experience in a customer, retail or guest services position preferred.
    • Excellent verbal and communication skills required.
    • Strong listening, presentation and decision-making skills.
    • Ability to anticipate guests' needs.
    • Technically minded, with ability to learn web-based customer service software.
    • Creative problem solver who thrives when presented with a challenge.
    • Energetic and eager to tackle new projects and ideas.
    AbilitiesThe individual must possess the following abilities to perform the essential functions of the job, with or without reasonable accommodation, using some or a combination of the abilities.
    • Ability to sit for long periods of time.
    • Ability to read, listen and communicate effectively in English, both verbally and in writing.
    • Ability to access and accurately input information using a moderately complex computer system.
    • Hearing and visual ability to observe and detect signs of emergency situations.
    • Ability to lift and carry up to 30 pounds.
    Other
    • Upon employment all team members are required to comply with the standards, rules and regulations, which may be established by the Company and updated from time-to-time. Team members who violate property rules or have irregular attendance will be subject to disciplinary action, up to and including termination of employment.
    • The leisure business functions seven days a week. Due to the seasonal nature of the industry, team members may be required to work varying schedules, weekends, holidays and overtime to reflect the business needs of the property. Team members may also be required to attend group and/or department meetings in addition to the work shift as necessary.
    • This job description is not an exclusive or exhaustive list of all job functions that a team member in this position may be asked to perform.
    Salaried or Hourlypart-time to full-time hourly.

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