Administrative Assistant - Ticketing Sales and Service and Group Sales - Flex Position

Requirements

• High school diploma. Addition

Benefits

Additional Information

Job Description Job Description: Minimum pay for this position is $18.62/Hr. Additional compensation will be considered for candidates with higher amounts of experience above the minimum requirements. The Administrative Assistant for Sales and Guest Support provides a wide range of administrative support to the Vice President of Sales, Director of Ticketing and Reservations, and Director of Sales. This role supports Reservation Sales and Guest Support, Ticketing Sales and Service, Group and Affiliate Sales, and Sales Training teams. Primary responsibility will be general administrative work that directly supports the leadership team, which includes handling confidential information with integrity. Additional duties include coordinating payroll and timekeeping processes; maintaining employee records; preparing and distributing reports; supporting departmental communications; managing inventories and departmental requests; coordinating meetings and employee events; maintaining training documentation; and assisting with projects as assigned. The position also provides operational support to various sales initiatives and employee programs and may assist with guest-facing responsibilities during periods of high demand. The Administrative Assistant is expected to provide general assistance and support for the department, leadership, and the company as required. Flex: A position working an average of 20-29 hours per week (between 1,000-1,559 hours/year). Schedule: Schedule can vary, but is generally Monday, Wednesday, Thursday, and Friday from 8:00 a.m. - 5:00 p.m. Essential Job Duties: 1. Provide administrative support including, but not limited to, typing, filing, email correspondence, answering phones, running reports, scanning, and maintaining records. 2. Coordinate timekeeping and payroll processes for hourly employees within Reservation Sales and Guest Support and Ticketing Sales and Service; serve as a point of contact between employees and the Payroll Department. 3. Maintain inventory levels at guest service locations and coordinate the ordering, distribution, and replenishment of office and operational supplies across multiple departmental locations. 4. Coordinate all uniform-related activities, including ordering, inventory maintenance, dry cleaning, distribution, and employee requests. 5. Maintain departmental content within Biltmore Today by updating announcements, documents, and other information to ensure communications remain accurate and current. 6. Respond to employee requests related to uniforms, Kronos, name tags, and other departmental resources. 7. Maintain and organize training records for Ticketing Hosts and other designated team members. 8. Coordinate all logistical aspects of quarterly departmental meetings and other scheduled departmental gatherings. 9. Create spreadsheets, manage databases, prepare presentations, and compile information to support departmental initiatives and leadership needs. 10. Prepare and distribute recurring reports, including but not limited to end-of-month reporting, daily revenue reporting, call statistics, transaction reporting by venue, week-over-week revenue comparisons, PTO usage reports, attendance occurrence reporting, and hours-worked reports. 11. Record minutes from meetings as requested and distribute meeting notes to appropriate participants, including leadership meetings, goal meetings, Biltmore Bunch meetings, and other departmental meetings. 12. Facilitate the auto-renewal ticket redemption process for passholders and assist with related administrative functions. 13. Request, monitor, and administer departmental work orders as needed. Coordinate and support employee engagement activities and departmental events. 14. Prepare, package, and ship trade show materials for Sales Managers and provide support with local trade show setup and breakdown activities as needed. 15. Enter and maintain sales leads within Amadeus for Sales Managers. 16. Manage Corporate and Retiree Pass inquiries and assist with complimentary ticket requests. 17. Provide administrative support related to social media and influencer itineraries. 18. Process Biltmore Gift Card requests submitted through Human Resources. 19. Communicate effectively with employees at all levels of the organization, including senior leaders and executive leadership, while maintaining professionalism and confidentiality. Additional Responsibilities: 1. Organize and maintain departmental files, records, and shared resources. 2. Keep informed of Estate activities, programs, and events through Biltmore Today and other communication channels. 3. Provide general assistance and support to the Sales and Guest Support teams, leadership, and the company as needed. 4. Support special projects and initiatives as assigned. 5. During periods of high guest volume, assist in guest-facing operations within the Ticket Center or other designated areas as required.

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