The Administrative Assistant provides high-level administrative and clerical support to the General Manager and Controller of the Club. This role requires discretion, professionalism, and strong organizational skills to ensure efficient day-to-day operations. Theposition serves as a key point of coordination for internal communications, financial documentation, and member-related administrative needs.
Executive & Administrative Support
· Manage calendars, appointments, and meeting scheduling for the General Manager and Controller
· Prepare correspondence, reports, and meeting materials
· Record and distribute meeting minutes for committee and department meetings
· Handle confidential information with a high degree of discretion
· Coordinate internal communications across departments
Financial & Accounting Support
· Assist the Controller with accounts payable/receivable processing and documentation
· Support month-end closing processes and reporting preparation
· Reconcile basic financial data
· Track and organize department credit card usage
Member & Club Operations Support
· Serve as a professional point of contact for member inquiries and administrative requests
· Assist with member communications, newsletters, and club notices
· Maintain accurate member transponder and key fob databases
· Support event administration, including reservations and follow-up
Office Coordination
· Maintain office supplies
· Coordinate vendor services
· Manage maintenance and repairs checklist and schedule
· Organize filing systems (physical and digital) for easy retrieval
· Assist in onboarding paperwork and HR-related administrative tasks
· Ensure smooth day-to-day office operations
Qualifications
· 3+ years of administrative experience; private club, hospitality, or accounting experience preferred
· Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook)
· Experience with accounting or club management software is a plus (e.g., Jonas, ClubEssential, etc.)
· Excellent written and verbal communication skills
· High level of professionalism, discretion, and attention to detail
· Strong organizational and multitasking abilities
Core Competencies
· Confidentiality & Integrity
· Time Management & Organization
· Financial Accuracy
· Communication & Member Service
· Problem Solving
· Adaptability in a fast-paced environment
Work Environment
· Professional office setting within a private country club
· Interaction with members, board members, and department heads
· Occasional evenings or weekends may be required for meetings or events