Administrative Assistant

Benefits

Additional Information

Find Your Future in Paradise! Catalina Island Company welcomes all guests and visitors to our very special island. Beyond being warm and courteous, our exceptional team members are knowledgeable and helpful - anticipating and personalizing their service on an individualized basis. We seek individuals like YOU to create the finest personal service and extraordinary experiences for our guests. WHY CATALINA ISLAND COMPANY? The Catalina Island Company offers more than just a workplace - it is a destination for service, adventure and inspiration! In 1919, chewing gum entrepreneur William Wrigley Jr. bought nearly every share of the Santa Catalina Island Company until he owned a controlling interest. He then invested millions in his vision to create a "playground for all" on Catalina Island, building infrastructure, a reservoir, Hotel Atwater, Bird Park, and other attractions. In 1921, he made Avalon the Spring Training home of his beloved Chicago Cub's, building the Catalina Country Club to house the team's lockers and provide a gathering place for players. The team continued to train on the island until 1951. In 1929, Wrigley built the iconic Catalina Casino, which boasts the world's largest circular ballroom and the first theatre designed and built to show talking motion pictures. During World War II, the island served as a military training facility and was closed to tourists. The island was a popular spot with Hollywood's elite during the 1930s, 40s, and 50s. It also became a popular location for production companies to shoot movies. More than 500 films, documentaries, commercials, and TV shows have been shot in and around Catalina over the years, especially in Two Harbors on the island's west end. To this day, descendants of William Wrigley Jr. still own the Catalina Island Company and carry on his vision to create a world-class island resort. We are a welcoming community that believes in fostering a positive, team-oriented atmosphere where every team member plays a part in creating unforgettable memories for our guests. Join a team that is as vibrant, dynamic, and unique as the island itself! The Office Administrator is an on-island, in-office role based at the corporate front desk. This position supports daily office operations, executive scheduling, and maintenance of an accurate Catalina Island shared calendar (including cruise schedules and local events). The role also provides administrative support to the Sales team, including reporting, document preparation, and system updates. The position focuses on coordination, organization, and execution of assigned tasks. Front Desk & Office Coordination Serve as the first point of contact for the office; greet visitors and assist with inquiries Answer and route incoming calls, messages, and requests Maintain a clean, organized, and professional front desk and office environment Maintain organized filing systems (digital and physical) Track deadlines and support timely distribution of documents Perform data entry, document formatting, and general administrative tasks Schedule meeting rooms and assist with internal meeting setup Maintain corporate boardroom, kitchen, and mail room stocked with approved items, including regular inventory, ordering, and stocking Manage vehicle checkouts, maintain check-out vehicle log, reserve vehicles for employees, call employees when vehicles are not turned in on time, report any maintenance issues and/or incidents to the garage manager Schedule and take all Corporate vehicles to get washed weekly at the Gas Station Inventory and stock first aid kit in the Corporate office, conduct quarterly safety inspections Create donation certificates for charity auctions, fund raisers, marketing, hospitality, other department requests, mail out certificates, maintain donation log, send regretfully decline responses to donation requests Sales & System Support Assist Sales team with administrative support, including: Preparing and updating BEOs, EOs, rooming lists, and summaries Blocking rooms and updating pricing in Opera Pulling reports and maintaining data accuracy in Opera Process and send billing communications and invoices to clients Maintain accuracy and organization of sales-related documents and reporting Perform menu and pricing updates in systems as directed Mail & Delivery Support (On-Island) Coordinate mail, deliveries, and general office logistics, including marking packages and notifying recipients of packages Coordinate and complete pickups and deliveries on the island, including: Ferry, barge, and helicopter deliveries Maintain basic records such as receipts and delivery confirmations Executive & Calendar Support Provide Executive Team support as requested, including: Leadership Team Meeting planning and execution, including meeting invites, lunch ordering & service, and boardroom prep Provide transportation support to the executive team during normal working hours, or as approved for overtime Maintain executive c

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