Administrative Assistant

Beachcomber Resort (Ocean Shores, WA)

Experience this sea haven at VI Resorts by Westgate, North America's largest owner-controlled timeshare and vacation club, at a six mile expanse of sandy beach where you can help Owners and Guests partake in adventures or relax on the blissful shore. With restaurants and shops a short walk away, there is never a dull moment at Beachcomber Resort. As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences, and supporting your career growth where you are or at 60+ resorts across the company.

As an Administrative Coordinator, you will be at the heart of keeping the department organized, connected, and running smoothly. You’ll partner with department leaders and team members to coordinate daily operations, manage schedules, maintain accurate records, support meetings and training, and help bring projects and events to life.

As an Administrative Assistant, You Will:

• Provide administrative support to department leadership and team members, including coordinating daily office operations, managing schedules, preparing correspondence, and maintaining organized filing systems and records.
• Coordinate meetings, training sessions, events, and other departmental activities, including scheduling, communications, materials preparation, room setup, and logistical arrangements.
• Maintain accurate records, databases, reports, and tracking tools; compile information, prepare reports, monitor data accuracy, and assist with identifying and correcting discrepancies.
• Support onboarding activities by processing employment documentation, coordinating required pre-employment steps, and ensuring records are complete and properly maintained.
• Maintain employee-related records, attendance information, timekeeping records, and other departmental documentation while ensuring accuracy, confidentiality, and compliance with company policies.
• Assist with the preparation, organization, distribution, and maintenance of training materials, manuals, presentations, certificates, and other departmental resources.
• Coordinate the ordering, inventory, and maintenance of office supplies, training materials, equipment, and other departmental resources.
• Assist with departmental projects, communications, recognition programs, and special events as needed.
• Prepare meeting agendas, record meeting minutes, track action items, and assist with follow-up to ensure assigned tasks are completed in a timely manner.
• Provide administrative support for travel arrangements, expense reports, invoices, purchase requests, and other financial documentation as needed.
• Support internal and external communications by preparing, distributing, and maintaining correspondence, reports, presentations, and other documents.
• Perform other duties and responsibilities as assigned.

• High school diploma or GED required.
• 1+ year of administrative, clerical, or office support experience preferred.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills with a professional approach when interacting with team members, leaders, and customers.
• Strong attention to detail and accuracy when maintaining records, preparing documents, and completing administrative tasks.
• Proficiency in Microsoft Office, particularly Word and Excel, with the ability to learn new systems and software.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Ability to work independently and as part of a team, using sound judgment and providing excellent customer service.

Why Westgate?  

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.