Administrative Assistant-ICONA Means Business Sales Team


Job Title 

Administrative Assistant-ICONA Means Business Sales Team 



Reports to 

Director of ICONA Means Business 

Job Description 

The Administrative Assistant is responsible for supporting the efficient operation of the IMB (ICONA Means Business) sales team by performing a variety of clerical and administrative tasks to ensure team, client, and guest needs. 

Essential Functions 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

  1. Weekly attendance to Aloha Culture Meeting. 
  2. Answers and transfers phone calls, screening when necessary. 
  3. Welcomes and directs visitors and clients. 
  4. Maintains filing systems as assigned. 
  5. Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed. 
  6. Responds to and resolves administrative inquiries and questions. 
  7. Arrange and schedule travel, meetings, and appointments for the sales team and/or supervisors. 
  8. Prepares agendas and schedules for meetings. 
  9. Creates required reports using excel 
  10. Records and distributes minutes or other records for meetings. 
  11. Maintains office supplies and coordinates maintenance of office equipment. 
  12. Maintains a system for recording expenses and the use of petty cash. 
  13. Performs other related duties as assigned. 
  14. Conduct detail meetings with the contracted parties. 
  15. Coordinating details, i.e., floor plan for meeting spaces, coordinating vendors, and on-site day of contact person until completion of IMB events. 
  16. Data entry for all event details into Reserve. 
  17. Conducting site tours as needed. 
  18. Process financials for event. 
  19. Communicate event details with staff. 
  20. Assist with event setup, when required 
  21. Swift response time to clients via email or phone. 


  1. Excellent verbal and written communication skills. 
  2. Excellent guest service skills. 
  3. Proficient in Microsoft Office Suite or related software. 
  4. Excellent organizational skills and attention to detail. 
  5. Basic understanding of clerical procedures and systems such as recordkeeping and filing. 
  6. Ability to work independently. 

Supervisory Responsibility 

This position has no supervisory responsibility. 

Work Environment 

This position operates in an office/hotel setting. This role routinely uses standard office equipment such as computers, phones, and photocopiers.  

Physical Demands 

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. 

While performing the duties of this job, the team members are regularly required to talk or hear. The team member is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. 


Stand- Under 2/3rd of the time. 

Walk- Under 2/3rd of the time. 

Sit- Over 2/3rd of the time. 

Use hands to fingers, handle or feel- Over 2/3rd of the time. 

Reach with arms and hands- Over 2/3rd of the time. 

Climb or balance- Up to 2/3rd of the time. 

Stoop, kneel, crouch or crawl- Up to 2/3rd of the time. 

Talk or hear- Over 2/3rd of the time. 

Lift minimum of 5lbs.- 50 lbs.- Over 2/3rd of the time. 

Adherence to all policies and procedures delineated in the ICONA Handbook. 

Position Type/Expected Hours of Work 

This is a full-time position. This role requires forty, plus hours to include nights, weekends and holidays. 


There is less than 20% travel. 

Required Education and Experience 

Associates Degree and 2 years Administrative experience required. 

Knowledge of Microsoft Office 365 including excel. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the team members for this job. Duties, responsibilities and activities may change at any time with or without notice.  




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