Newport Aquarium Office Manager - Part-Time

Responsible for screening calls, generating reports, correspondence, and handling confidential files. Will draft meeting agendas, take detailed meeting notes and generate meeting agreements and action lists. Will assist in coordinating schedules, activities, and travel for the senior leadership team. Provides receptionist & mail room duties for administrative office as well as full organization and coordination of shared spaces such as conference rooms, flex offices and mail room.

MAJOR DUTIES AND RESPONSIBILITIES:

• Temporary, Part-Time role through December 31st.
• Performs clerical duties and special projects as assigned by the VP/Executive Director
• Reconciles VP/Executive Director's expense account
• Schedules, arranges and confirms meetings in all shared spaces (conference rooms, Riverside Room, etc.). as requested by aquarium staff; attends meetings as required, drafts agendas and takes accurate minutes or notes for distribution
• Manages coordination and travel plans and itinerary for all aquarium leadership and visiting HFE employees
• Builds working relationships with the VP/Executive Directors' key internal and external contacts
• Maintains full confidentiality of all corporate and personnel matters
• Greets business office guests and provides them with temporary credentials and support
• Prepares letters, memorandums, daily reports and other required communications for both internal and external distribution
• Participates with special teams like the Resource Conservation Team. Helps to coordinate meeting minutes, track deliverables, and deliver on programming and events
• Receives and distributes incoming mail and facsimiles
• Places orders for and is responsible for inventory of office supplies. Monitors the copier, fax machine, postage meter and other assigned office equipment
• Coordinate Aquarium master schedule and school calendar by working with Marketing and Operations leaders
• Maintain communications with Newport on the Levee and other community partners
• Manages, oversees, and is responsible for the inventory of the employee breakroom ensuring that all equipment is in good order
• Ensure company vehicles follow registration standards
• Assists with other duties as assigned

QUALIFICATIONS:

• Experience in administrative duties, support of an executive level role highly desired
• Must be proficient in Microsoft Office products including Word, Excel, PowerPoint, Outlook, Teams, Sharepoint
• Demonstrated ability to use and collect data on spreadsheets and be comfortable presenting presentations as required
• Ability to use or learn project management software preferred
• Excellent verbal, written & interpersonal skills required
• Demonstrated experience highlighting strengths in judgment, ability to plan, prioritize, and organize a diversified workload
• Must have the ability to work independently, multitask and stay organized in a non-traditional fast-paced business environment.

PHYSICAL REQUIREMENTS:

• Ability to lift ten (10) pounds on a regular basis
• Successful completion of pre-employment background check

SHIFT: This position works during a typical Monday through Friday business schedule 24 - 30 hours per week. Individuals need to have the ability to work weekends and holidays as needed.

WHAT YOU'LL GET:

• Starting pay: $20 hour
• Profit Sharing and 401K Plan with company match
• Free entrance for you and your dependents which extends to most Herschend Enterprises' properties
• Earn 1 General Admission complimentary ticket, that you can give to anyone, per pay period
• Discounts at Sharky's Cafe, Sweet Dreams Candy Company, and the gift shop
• Discounted tickets and annual passes for friends and family
• Training and development opportunities

You can expect to work on projects that have never been done before - ideas that are unproven, and concepts that make people smile. You can expect to have fun and be treated with respect the minute you start...and through to the end. You can expect to work in an environment that is highly innovative and low in politics - truthful and filled with smart people; all while providing the BEST GUEST EXPERIENCE IN THE NATION!

And most of all, you can expect to work hard and make a difference in our world by helping to bring families closer together.

Looking to pursue your education without debt? Grow U has hundreds of programs available from certifications to college prep to associates, bachelor's, and master's degrees. Most of these programs are fully funded. Learn more at: https://www.newportaquarium.com/Careers/Benefits/GrowU

Newport Aquarium, one of the many properties owned by Herschend Enterprises, prides itself on creating memories worth repeating. Our Core Values - greatly exceeding guest expectations, serving others, creating emotional connections, and constantly improving - give us purpose and guidance.