Club Administrative Assistant

Description

Job Summary: The Club Administrative Assistant serves as the first point of contact for members, guests, and vendors—representing Harbour Ridge with professionalism, warmth, and poise. As the face of the Club, this individual sets the tone for every experience by maintaining a polished appearance, a welcoming presence, and a commitment to exceptional service.

Essential Duties and Responsibilities include the following, but are not limited to:

• Warmly welcome and engage all visitors, ensuring each interaction is pleasant, courteous, and reflective of the Club’s high service standards. Proactively assist guests, members, and associates by providing clear directions, accurate information, and personalized guidance to enhance their overall experience.
• Answer multi-line telephone to assist callers with the information requested, promptly directing them to the appropriate party or taking accurate messages. Prioritize urgent matters and ensure timely follow-up to maintain efficient communication.
• Provide comprehensive clerical support to club members and multiple departments, ensuring accuracy, efficiency, and attention to detail in all tasks. Responsibilities include, but are not limited to, preparing and distributing outgoing mail and packages, creating and formatting professional correspondence, copying, and other document services to support seamless daily operations.
• Coordinate and execute club-wide mailings with precision and timeliness, ensuring all materials are accurate and professionally presented. Prepare meeting spaces and supporting materials in advance, anticipating needs to ensure every meeting runs smoothly and efficiently.
• Coordinate with the housekeeping crew to ensure the boardroom is always ready for the next meeting, proactively communicating to address any needs and ensure a professional environment.
• Oversee the cleanliness, organization, and professional presentation of the reception area and boardroom, ensuring these spaces consistently reflect the Club’s high standards. Proactively address any maintenance or presentation needs to create a welcoming and polished environment for members, guests, and leadership.
• Manage and update the calendars of the General Manager, Assistant General Manager, and Executive Coordinator, ensuring all appointments, meetings, and events are accurately scheduled and prioritized. Anticipate potential conflicts, coordinate adjustments as needed, and maintain seamless communication to support efficient time management for leadership.
• Update or create spreadsheets, reports, and documents as requested by the General Manager, Assistant General Manager, or Executive Coordinator, ensuring accuracy, clarity, and a professional presentation. Utilize data organization and formatting best practices to support informed decision-making and streamlined operations.
• Prepare and deliver a detailed bi-weekly occupancy report to Leadership Directors, ensuring data accuracy, clarity, and timeliness. Present information in a format that supports strategic planning, operational efficiency, and informed decision-making.
• Provide back-up to POA Admin when necessary, assisting with ARB applications and meetings to ensure all documentation and processes comply with established guidelines.
• Notarize documents for the General Manager, Assistant General Manager, and Executive Coordinator, as well as members upon request, ensuring all notarial acts are performed accurately, ethically, and in compliance with legal requirements. Maintain confidentiality and meticulous recordkeeping to uphold trust and professional standards.
• Update and maintain the Banquet scheduling book with meetings and events, ensuring accurate and up-to-date information to support event coordination.
• Compose letters and provide communications between the General Manager, Assistant General Manager, Executive Coordinator, staff, members, and outside individuals, ensuring professionalism, clarity, and timely delivery. 
• Create and maintain Donation Certificates, ensuring accuracy, professional presentation, and proper recordkeeping.

Job Requirements include the following, but are not limited to:

• Conduct the day-to-day operations in a business-like, ethical, and professional manner.
• Strive to exceed customer service expectations of members, guests, and associates.
• Maintain good working relationships with clients, external and internal.
• Accurately type 30 words per minute. Proficient in Microsoft Word and Excel.
• Demonstrate a working knowledge of Zoom and similar meeting platforms.
• Operate office equipment, including copiers, fax machines, and computers.
• Posses effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
• Utilize a clear speaking voice in the English language.
• Maintain confidentiality of files and other documents.
• Dress appropriately in a well-groomed, professional manner.
• Establish and maintain a clean and professional workspace.
• Demonstrate a record of good work attendance and reliability; regular and
• punctual in attendance.
• Demonstrate flexibility in work habits and work schedule.
• Use time effectively; complete work in a timely manner.
• Comply with company policies and procedures as established in the Employee Handbook or as demonstrated as common practice.
• Seek to improve self in knowledge and skills.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Certificates/Licenses Notary (current or obtain during employment)

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, see, and hear. The employee is occasionally required to stand, walk, use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Qualifications

Salary : $22