Administrative Assistant

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 calendars as directed  Assist with general transportation, reservations, and other similar booking and ordering needs  Maintain a central Catalina Island shared calendar, including:  Cruise ship schedules  Local/public events and on-island activities  Chamber of Commerce meetings and events  Ensure calendars are accurate, current, and shared with appropriate teams  Send management and/or company-wide notices, such as weather alerts  On-Island Event Support  Events include company events like the Catalina Wine Mixer and Group Sales  Provide administrative and on-site support for events as requested, including:  Assisting with event setup and breakdown  Supporting guest check-in and basic coordination  Assisting with signage placement and materials  Supporting guest transportation using company vehicles (as directed)  Providing day-of coordination support and communicating updates to teams