Administrative Assistant

Administrative Assistant

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. The position 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