Executive Assistant

Summary

The Executive Assistant to the GM/COO is a high-level executive leader who supports and advises the General Manager/COO, Club President, and other senior leaders, acting as a strategic partner, problem-solver, and facilitator of communication and initiatives across the organization.

The role is highly varied and generally involves managing workflow, implementing strategic agendas, serving as a sounding board for ideas, and acting as a “right hand” to the General Manager.

Key aspects of the Executive Assistant to the GM/COO role include:

• Strategic Partner: Trusted advisor to the General Manager, helping to drive strategic initiatives and organizational alignment.
• Operational Manager: Oversees workflows and coordinates efforts across teams and departments to ensure efficiency.
• Facilitator and Buffer: Acts as gatekeeper for the General Manager, filtering communications, mediating disputes, and ensuring smooth information flow.
• Problem Solver: Tackles issues and handles tasks that do not require direct attention from the General Manager, allowing the GM to focus on high-level priorities.
• Right Hand to the GM: Serves as a central point of contact and support for the executive’s daily duties, often acting in their absence.

Qualifications

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

Essential Duties and Responsibilities

The following outlines the primary duties of the role. Other responsibilities may be assigned as needed.

• Meeting Management: Schedule and attend all Board, Orientation, Town Hall, Annual, Directors/Managers, and Committee meetings. Manage agendas, room assignments, and technology (including Zoom), in collaboration with Catering and other departments. Send Outlook invitations, coordinate presentations, and arrange electronic or contracted support when required. Prepare agendas and packets in advance with Chairs and staff liaisons, and coordinate front gate access when needed.
• Documentation & Minutes: Attend all Board, Town Hall, Committee, Director/Manager, Construction/Renovation, and Merger meetings. Record accurate minutes with action items and distribute by the next business day. Maintain electronic files of all meeting minutes and email votes. Post approved redacted minutes to the website.
• Board Communication: Prepare monthly Board packages, including previous meeting minutes, manager reports, financials, and committee minutes, compiled into a PDF for distribution to the Board, GM, and Director of Finance. Provide the GM with a summary of Board resolutions for presentation at Director meetings.
• Correspondence & Administrative Support: Conserve the GM and Board President’s time by reviewing, drafting, and routing correspondence, gathering information, and managing communication with discretion and attention to detail. Support the Board President with agendas, meetings, research, Outlook/Zoom invitations, and follow-up requests.
• Committee Administration: Manage the annual committee assignment process, including member interest surveys, Board selections, confidentiality agreements, governance manual, annual meeting schedules, room reservations, and email groups. Notify Directors and Chairs once committees are approved.
• Grievance Committee Liaison: Serve as chief staff liaison, working with the Chair to manage reports of infractions, all related correspondence, meeting logistics, and final outcome notifications. Ensure strict confidentiality in all matters.
• Leadership Development & Elections: Act as staff liaison for the Leadership Development Committee. Manage all aspects of the Annual Board Election, including candidate notices, scheduling, member communications, candidate meetings, RSVPs, website postings, and coordination with Vote-Now for online voting. Oversee the Annual Meeting, awards presentation, and announcement of results.
• Policy, Governance & Strategic Planning: Maintain familiarity with Club By-Laws and Rules and Regulations, updating as needed. Prepare and update the Board Policy Manual and Strategic Plan. Support governance best practices and assist in advancing organizational initiatives.
• Cross-Departmental Support: Partner with department heads to drive efficiency, track deliverables, and meet deadlines. Provide the GM with solutions and follow up on Board and management report items.
• General Manager Support: Manage the GM’s calendar, prioritize requests, and coordinate meetings. Screen documents, emails, and calls, addressing issues when feasible and escalating when necessary.
• Incident Reporting: Manage documentation of all member and guest accidents and incidents from managers and security, maintaining an accurate log and promptly notifying the GM/COO, AGM, CFO, Dec, HRD, and others as appropriate.
• Member & Board Communications: Draft and distribute frequent communications via Mailchimp on behalf of the GM and Board President. Maintain strong professional relationships with members, the Board, managers, and staff.
• Additional Responsibilities: Support special projects, organizational improvements, cultural initiatives, and miscellaneous requests as assigned by the GM/COO.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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 the 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 regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and depth perception.