Executive Assistant

Position Summary

This position provides executive support to the General Manager and Board of Directors while also managing Member Relations with exceptional service, communication, and professionalism. The ideal candidate thrives in a dynamic environment and is committed to upholding the Club’s values of Loyalty, Integrity, Team, and Excellence, ensuring members and leadership receive world-class support with kindness and a willingness to help.

Essential Responsibilities

Executive Assistant & Board Support

· Coordinates Executive Committee, Board, and committee meeting logistics, including agendas, minutes, scheduling, and materials preparation.

· Maintains Board records in compliance with Florida Statute 720.

· Manages Board Orientation schedule, Board Book assembly, and secure Dropbox file access.

· Creates, uploads and archives Board minutes on the member website.

· Coordinates the annual voting process in compliance with governing documents and FL law.

· Attends and takes minutes of Department Head meetings, Governance Committee, New Member Committee and others as directed.

· Provides executive scheduling, meeting prep, and expense reporting support to the GM.

· Assists with reports, presentations, and special projects from the Board and GM.

· Collects committee applications and updates charters

New Member Service

· Serves as the primary point of contact for new members seeking assistance with general club information.

· Conducts club tours and coordinates new member orientations.

· Updates and maintains the member database and website information.

· Chairs the New Member Committee.

· Collaborates with the Communications team to prepare, develop, and update new member orientation materials.

Administrative & Office Support

· Handles requests and documentation related to designated member changes and status updates.

· Handles member requests for documentation in compliance with Florida Statute 720.

· Oversees office supplies, equipment, and service scheduling.

· Supports communications through newsletter items, email blasts, and notices.

Qualifications

· Bachelor’s degree preferred or equivalent administrative and/or hospitality experience

· Excellent organizational, writing, and verbal communication skills

· Expert with Word, Excel, PowerPoint, Dropbox, and club industry systems (Jonas, Members First, VoteNow, etc.)

· Discreet with confidential matters, resourceful, and highly responsive

· Warm, kind, team-oriented approach that aligns with club culture

Work Environment

· In-office role requiring a minimum of 40 hours per week, including occasional evenings or weekends for meetings or member events.

· Fast-paced, high-touch service environment requiring professionalism and flexibility.

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 team member is regularly required to sit, stand, and walk for long periods of time. The team member is required to use hands to finger, handle or feel objects, tools or controls and reach with hands and arms. The team member is occasionally required to stand, walk, climb or balance; stoop, kneel, crouch or crawl.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Hideaway Beach Club is an Equal Opportunity Employer that participates in E-Verify.

Job Type: Full-time

Pay: $75,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person

Salary : $75,000 - $80,000