Administrative Assistant

Position Type: Seasonal

Job Shift: Any

Education Level: Not Specified

Travel Percentage: None

Category: Admin - Clerical

Description

Position Title: Administrative Assistant I Department: Executive Services

Salary Range: $16.00 Reports to: APEX Office Manager

Employment Status: Seasonal FLSA Status: Non-Exempt

Position Summary: Perform clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Generally assist management staff to ensure efficient and productive operation of the administrative function of the department.

Essential Functions & Duties:

• Provide administrative support to management and various departments.
• Answer and direct phone calls, emails, and in-person inquiries in a professional manner.
• Maintain and organize files, records, and documentation (both physical and digital).
• Assist with scheduling, calendars, and coordinating meetings or appointments.
• Prepare reports, correspondence, and internal communications.
• Support payroll, onboarding, and HR-related documentation as needed.
• Monitor office supplies and place orders as necessary.
• Assist with data entry, recordkeeping, and maintaining accurate databases.
• Ensure confidentiality of sensitive employee and business information.
• Provide general customer service support when needed.
• Possess the ability to react productively to other duties as reasonably assigned.

Qualifications

Qualifications:

• Minimum age: 18 years.
• Previous administrative or office experience preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar software.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain professionalism and confidentiality at all times.

Education:

• High School diploma or equivalent required. Associates degree in related field preferred.

Experience:

• 1 to 3 years performing similar functions preferred.

General Knowledge, Skills and Abilities:

• Knowledge of APM marina services and amenities.
• Skills which allow for the tactful resolution of guest problems or concerns.
• Knowledge or ability to be trained in fire extinguisher operation.
• Knowledge or ability to be trained in ISO/EMS awareness.
• Knowledge or ability to be trained in employee orientation.
• Knowledge or ability to be trained in hazard communication.
• Knowledge or ability to be trained in hazardous materials response/respiratory protection.
• Knowledge or ability to be trained in emergency response.
• Knowledge or ability to be trained in recyclable materials.
• Knowledge or ability to be trained in blood borne pathogen awareness.
• Knowledge or ability to be trained in clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, etc.

Is this position closely, moderately, or minimally supervised? Moderately.

Does this position have supervisory responsibility including but not limited to hiring, firing, performance appraisals, personnel changes? No.

Does this position have access to company or customer confidential or propriety information including but not limited to customer lists, payroll, human resource or legal information? Yes.

Does the position have access to or handle company or customer funds including but not limited to credit card information, checks, cash? Yes.

Working Conditions:

The performance of stated functions and duties may occur in, but are not limited to: office settings, confined spaces such as boat hulls, public or common areas such as restaurant or retail establishment; inclement weather conditions may be a factor including rain, snow, wind, extreme temperatures. General industry levels of noise and stimuli should be expected in all settings.

*Controllable working conditions (i.e. temperature, lighting) may be altered to create a more conducive working environment for staffing needs, however such accommodations shall not create an undue hardship on the Company or other staff members.

Physical Demands:

The physical demands of the position may include, but are not limited to sitting or standing for extended periods of time. Lifting, carrying and otherwise maneuvering heavy objects with or without assistance. Climbing, crouching, reaching, extending and other bodily movements in work areas such as boats, office settings, docks.

English Proficiency:

It is important that the incumbent be able to communicate effectively in English including speaking, understanding, reading, and writing for the purpose of general interactions with staff, guests and customers. Additional linguistic proficiency is welcomed and encouraged, but not required for the performance of the position.

Intent and Function of Job Description:

The purpose of the job description is to provide the general tasks and standards of the position. The job description is composed with the intention that only essential functions are included; peripheral tasks only incidentally related or otherwise assigned to the position have been excluded.

The job description does not create an employment contract. APM maintains its status as an at-will employer. APM or the employee may terminate the employment relationship at any time, for any reason, with or without cause or notice.