Senior Administrative Assistant

Date:  May 25, 2023

Whistler, BC, Canada

Company:  Whistler Blackcomb
Shift Type:  Year Round

Create Your Experience of a Lifetime!

Come work and play in the mountains!  Whether it’s your first time seeing the mountains, or you already call them home, joining our team means discovering (or re-discovering!) a passion for the outdoors while building lifelong connections with teammates and guests from around the world.

With 40+ resorts and our remote Corporate team, you can join for a season or stay to build a career. From day one, you'll receive some of the highest compensation rates in the industry, free Epic pass(es), 40% retail discounts, summer activities discounts, wellness benefits, and the chance to grow through Epic Service - our leading training and development experience.


Job Benefits

  • Ski/Mountain Perks! Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons  
  • MORE employee discounts on lodging, food, gear, mountain shuttles AND during the summer on bike haul, golf and other activities 
  • RSP Options (after 12 months or 2000 cumulative hours of service)
  • Employee Assistance Program 
  • Excellent training and professional development 
  • Referral Program 


Full Time roles are eligible for the above, plus: 

  • Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours) 
  • Free ski passes for dependents 
  • Critical Illness and Accident plans 


Job Summary:

The Senior Administrative Assistant is responsible for efficiently completing administrative tasks to support the Product Sales and Services function. The administrative tasks span from onboarding, email correspondence, improving SOPs, completing purchase orders, with a goal to streamline processes. Additional duties such as supporting the frontline teams with the goal of creating an experience of a lifetime for guests and staff alike.


Job Specifications: 

  • Outlet:  Product Sales and Services
  • Expected Pay Range: $21.00 -  $23.00 / hour
  • Shift & Schedule Availability:  Full Time, Year Round 


Job Responsibilities:

  • Admin assistance for hiring of non-management positions.
  • Assign training and orientations to newly hired employees and coordinate logistics with Training Manager. Communicate mandatory training information and assist with registration errors for return/SIS employees based on dates provided by Training Managers.
  • Review/track separation and performance evaluation documentation prior to submission to Human Resources.
  • Create and send newsletters and weekly emails for current Product Sales and Services employees and newly hired employees to keep them interested in our operations during and between seasons.
  • Answer incoming correspondence from the PSS Staff Inbox.
  • Train and hire the Receptionist at the Blackcomb Admin building, alongisde career development.
  • Create retention strategies and work closely with the Product, Sales and Services scheduler to ensure accurate coverage and hiring for the frontline locations.
  • Deliver recognition calender support for frontline leaders.
  • Purchasing oversight for day-to-day supplies, food and beverages as well as capital purchases of the Ski & Snowboard School, Product Sales - create PO’s, receive PO’s, send invoicing to Accounts Payable for processing, resolve PO or receiving issues and maintain communication with vendors to obtain bids/quote as well as to answer payment questions and obtain invoices timely. Create and submit journal entries for budgetary corrections as necessary.
  • Track the operating expense budget and capital project budgets (inclusive of capital project payroll). Provide monthly P&L explanations regarding purchase timing or other variances as requested.
  • Maintain SOPs for purchasing and ensuring compliance with SOX requirements.
  • Oversight of timely and accurate payroll entry and auditing for hourly staff by other department administrators
  • Make payroll adjustments reversals/fixes, retro pay and involuntary termination entries and check requests. Answer employee questions related to payroll. Stop/void/re-issue checks as necessary.
  • Approve bi-weekly payroll. Create and send SOX payroll analysis to Corporate each pay period.
  • Mountain Money training and assistance for Management team.
  • Support guest replacements and dry cleaning in a timely fashion focusing on guest experience. 
  • Other duties as assigned


Additional duties:

  • Work closely with and assist other members of the administration and supervisory team.  Perform other projects as requested by the Management of the Product, Sales and Services team.
  • Support frontline operations in highvolume periods
  • Support the KPI tracking of the Product Sales and Services department.
  • Organize and deliver meeting material documents to leadership team and keeping a cadence of accountability for action items.


Job Requirements: 

  • Requires previous experience in the aforementioned job tasks
  • Always show up on time, in uniform, and adhere to the grooming policy
  • Proof of clear criminal record check.
  • Must be available to work 5 x 8 hour shifts.
  • Flexibility in duties and willing to assist in all areas of Product, Sales and Services
  • BC Driver License required. 


Job Qualifications: 

  • Ability to operate a multi-line telephone
  • Ability to work independently & as part of a team
  • Excellent customer service skills and attention to details
  • Excellent communication skills (written and verbal)
  • Must be organized and be able to manage a variety of projects
  • Must work well in a fast-paced, challenging environment with minimal supervision and be self-motivated.
  • Must have excellent interpersonal skills, be mature and well-groomed


Reports to: Senior Manager of Product Sales and Services



Vail Resorts is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law.


Requisition ID 494768