ADMINISTRATIVE ASSISTANT

1205 N Transtech Way, Billings, MT 59102, USA Req #879
Monday, January 22, 2024

ABOUT CAMPGROUNDS OF AMERICA

Kampgrounds of America, Inc. (KOA) is the world’s largest network of privately owned campgrounds and the leader in outdoor hospitality. KOA has 500+ locations across the United States and Canada including a mix of franchised and company-owned parks. KOA has approximately 130 employees at its corporate headquarters in Billings, Montana, and 1200+ across its locations. Founded in 1962, the mission of KOA is “connecting people to the outdoors and each other,” and those who represent the brand share the values of being family-oriented, passionate, entrepreneurial, customer-focused, and progressive.

 

REPORTS TO

Chief Information Officer, KOA Inc.

 

POSITION SUMMARY

This role is responsible for providing administrative support for all the needs of the KOA Information Technology Department. The role supports daily business functions for Information Technology including budget communication and organization, invoice processing, meeting and event coordination and scheduling, assembling presentations, proofreading, maintaining department documents and other administrative duties. This role is a right hand to the CIO of KOA and must possess the ability to support needs with a high sense of confidentiality and professionalism. The person will help to organize important meetings and travel. The role will also be key to providing materials and helping to create resources for meetings. The Administrative Assistant will have a high sense of ownership of all Information Technology programs and goals to help facilitate communication and transparency. They will act as a resource for staff for information and communications.

 

SUPERVISORY DUTIES & RELATIONSHIPS

Non-supervisory Position.

 

SPECIFIC DUTIES

  • Provides administrative support for the CIO and functional areas as assigned.
  • Handles payroll, p-card coding, and invoice processing for the Information Technology Department.
  • Manages the scheduling, organization of CIO calendar, as well as technology meetings and technology supported gatherings.
  • Manages and organizes key technology meetings, takes notes, and follows up on the next steps.
  • Works with other departments across the company to coordinate IT activities.
  • Executive exterior business support.
  • Assists in locating vendors and venues when needed by the Information Technology department.
  • This job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
  • Provide the administrative needs of the department including managing calendars (group meetings/conference rooms/vendors meetings, etc.).
  • Assembling presentations, creating/editing process documentation (onboarding, code of conduct, acceptable use, etc.).
  • Proofreading, maintaining job descriptions, tracking of items (training, skip level reviews, franchise follow-ups, department follow-ups, etc.).
  • Coordinating events (department lunches, retrospectives, team building activities), preliminary research (documents on vender A, reviews on product B, etc.).
  • Track hiring activities (scheduling, tracking, coordinating), staff development (certifications, trigger points for training/actions).
  • Provide a presence when CIO tied up in back-to-back meetings to keep work flowing.
  • Software bill payments.

 

EXPECTED RESULTS

  • Attainment of targets for specified projects. Targets will be based on priorities set for the position by the CIO.
  • Develop and maintain productive one-on-one working relationships with CIO, the technology team, and all KOA employees.
  • Prompt, professional, and accurate handling of all business and financial work.
  • Edited and professional materials and presentations.
  • Superior organization of calendars and communications.
  • Passion for supporting our business needs and creating a transparent positive environment for KOA staff.

 

JOB QUALIFICATIONS  

  • 3+ years’ experience in administrative role.
  • Experience with bookkeeping practices: P&Ls, balance sheets, budgeting, etc.
  • Multi-tasking skills with ability to manage work schedule while accommodating time demands of multiple daily calls.
  • Work well independently as well as in a team environment.
  • Impeccable written and oral communication skills.
  • Comfortable with working in a paperless environment.
  • Superior attention to detail with strong skills and proficiency in Excel, Word, and PowerPoint.
  • Experience in performing administrative tasks such as answering phones, scheduling appointments and maintaining records.
  • Valid Driver’s License.

 

Kampgrounds Of America, Inc. is an Equal Opportunity Employer and strives to provide an environment where all employees and applicants are treated with respect. The company is committed to fair treatment of all people. This value ensures employees and candidates are treated equally and are protected from discrimination or harassment of any kind. This includes discrimination on the basis of race, religion, color, national origin, ancestry, gender, gender identity, age, sexual orientation, or any other protected status.

Other details

  • Pay Type Hourly
  • Min Hiring Rate $21.00
  • Max Hiring Rate $24.00
Location on Google Maps
  • 1205 N Transtech Way, Billings, MT 59102, USA