Executive Assistant

JOB TITLE: Executive Assistant

STATUS: Full Time, Non-Exempt, Hourly $70,000/Annually

HOURS: 40 Hours per week, additional hours as needed

SUPERVISOR: General Manager and Assistant General Manager

JOB QUALIFICATIONS: Bachelor’s degree preferred. 2+ years of corporate administrative experience. Proficiency in Microsoft Office Suite. Possess excellent verbal and written communication skills, fluent in written and spoken English. Excellent interpersonal and customer service skills. Strong ability to work effectively and efficiently under pressure and adjust to changing situations. Highly organized and detail-orientated with strong time management skills.

ESSENTIAL FUNCTIONS: Provides secretarial and administrative support to the General Manager and Assistant General Manager. Provides administrative support to the Board of Directors and is knowledgeable about all Club happenings. Constant resource for members and team members for all aspects related to the Club. Maintain quality standards and ensure seamless operations and communications throughout the Club.

JOB DUTIES:

• · Be well informed about activities and operations throughout the Club.
• · Receive and screen visitors to the Executive Office.
• · Administrative functions of the department: answering phones, calendar management, creating or modifying business documents, preparing presentations or videos from source materials.
• · Correspondence for General Manager and Assistant General Manager as required.
• · Maintain the General Manager and Assistant General Manager’s files, letter templates and the like.
• · Anticipates the needs of management and takes initiative to resolve issues with the appropriate level of urgency.
• · Completes tasks independently with a strong attention to detail.
• · Handles confidential or business-sensitive information with integrity.
• · Understands Microsoft Office Suite and other business-specific skills to perform work assigned.
• · Establishes and administers department procedures in compliance with Board-approved membership policies, House Rules and Club’s operating procedures.
• · Update and maintain inter-Club telephone extension list and manager’s telephone list.
• · Execute the Employee Holiday Fund initiative from drafting to mailing and electronic follow-up.
• · Miscellaneous desktop duties as required: thank you letters, place cards, menus, etc.
• · Preparation and support for all Board of Directors, Executive, House and Heritage Committee meetings including agenda, calendar and zoom invites as needed.
• · Compile, proofread and distribute the Board of Directors pre-meeting materials “Board packet.”
• · Management and preparation of all Board of Directors and Executive Committee events, including but not limited to orientations, the Current and Past Board Dinner, the Past Presidents Luncheon, the Committee Chair Reception and Salon Series.
• · Supports, adopts and promotes Club goals, policies, standards and operating procedures.
• · Attend Club management meetings and take minutes.
• · Support the Member Program Director with Holiday Boutique planning and week-of activities.
• · Schedule and plan the monthly All Team meetings in coordination with other department leads.
• · Mange the planning, preparation and executive of the Annual Meeting including event creation in Northstar, consolidation of reports, luncheon planning, etc.
• · Management of presidential photos and personalized matting in the Presidents’ Room.
• · Co-planning and execution of quarterly New Team Member Orientation.
• · Participate as a team player, assisting other departments as needed.
• · Attend job-related continuing education programs (with approval of the General Manager).
• · Perform other ad-hoc duties as assigned by the General Manager.
• · Enforce all Club and departmental policies.
• · Including but not limited to annual event support

PHYSICAL DEMANDS:

· Must be able to lift and carry (a minimum of 10 feet) up to 30 pounds.

RELATIONSHIP WITH MEMBERS:

• · Maintain a professional, friendly, and diplomatic relationship with Club members.
• · Take into consideration needs and wishes of members.

DEPARTMENTAL POLICIES:

• · Attendance & Time-Off: Consistent and reliable attendance is essential due to the nature of the role and its direct support of executive leadership. Time-off requests should be submitted with appropriate advance notice whenever possible, with consideration given to key me…