Executive & Membership Coordinator

Essential Functions:

• Handle sensitive information and always maintain the highest level of confidentiality.
• Act as a staff liaison to a designated Membership Committee.
• Prepare and distribute monthly reports for committee review. 
• File and organize incoming membership applications, letters of support, and track membership changes. 
• Assist and answer all membership related questions from the general membership (i.e., how to sponsor an applicant, classifications of membership, resignations, and membership class transfers.
• Interact with the Board of Governors, committees, members, and staff for activities and on a weekly basis to create, organize, assemble, and distribute materials and information. 
• Responsible for creating presentations, distributing materials, managing attendee lists, and room set-up requirements of meetings for members and staff. 
• Develop and coordinate rosters, monthly meeting schedules, and special events for the Board of Governors and standing committees. 
• Follow-up with members, prospective members, and staff by email, phone, and mail with any requested information.
• Work together with Department Heads to proactively coordinate and prepare for committee meetings in advance.
• Manage and coordinate tenant relations for club-owned residences, including overseeing lease agreements, addressing tenant inquiries, and ensuring compliance with club policies. Collaborate with maintenance and facilities teams to ensure timely upkeep of properties and a positive living experience for tenants.
• Collaborate with the Human Resources Team to create and deliver communications in various outlets such as the breakroom TV’s, weekly, monthly, and quarterly media.  
• Compose formal letters, emails, and memos for members and staff. 
• Follow-up on all inquiries, phone calls, emails, and correspondence with the utmost professionalism, timeliness, and care.
• Prepare materials for all key member orientation programs. 
• Maintain supply inventory for administrative offices, includes soliciting requests, placing orders, and distributing supplies while staying within budget.
• Support and participate in staff engagement initiatives to enhance the team experience and uphold the Club’s traditional culture.
• Provide support for the team as needed; keep the office space neat and clean.
• Perform other duties and assist with other projects as assigned.

Requirements

Key Competencies:

• Experience in supporting at an executive level with administrative experience preferred.
• Strong written and verbal communication skills with advanced grammar skills.
• Professional presence, positive attitude, and ability to work well with fellow team members.
• Attention to detail and an understanding of timeline commitments.
• Strong follow-up skills: ability to see projects through to the end and anticipate deadlines.
• Excellent organizational skills.
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook), as well as Adobe Acrobat.
• Ability to multi-task on concurrent projects; must be able to manage time proficiently.

Qualifications:

• Positive, upbeat, friendly person who enjoys providing five-star customer service.
• Demonstrated project management skills, with the ability to lead multiple projects and to plan, prioritize, and make decisions autonomously. 
• Must be a team player who can develop strong and positive working relationships with all members and team members.
• Must have a take-charge attitude and be a self-starter.
• Must possess exceptional organizational, communication, and time-management skills.
• Must be detail-oriented and able to handle/prioritize multiple projects.
• Must be reliable and work well with high volumes under tight deadlines.
• Experience working with Boards/committees and/or hospitality preferred.
• Must be extremely trustworthy and have strong written and verbal communications skills.
• Must have a desire to learn and grow with the position and the company in the future.  

Education/Experience:

• Bachelor's degree preferred or equivalent combination of education and experience. 
• Three (3) or more years’ experience working with top level executives

Benefits:

Our team members are a friendly group of professionals! We enjoy a beautiful working environment, free meals, staff outings & events, and much more.  We also offer an assortment of medical benefits & perks for eligible team members including paid time off, paid parental leave, free long-term disability insurance, free group life and accidental death & dismemberment insurance, 401(k) match and health savings account contributions from the Club.  We have a positive work environment with a dedicated, hardworking, and fun-spirited team and polite and respectful leadership. 

Pre-Employment: