Project Administrator

Brentwood Country Club is seeking a Project Administrator to help support and guide our upcoming facilities and operational initiatives. While this transformative project is still pending final approval and not yet finalized, this role presents a unique opportunity to be involved from the ground up working alongside one of the most respected leadership teams in the club and resort industry to help shape what is anticipated to become one of the nation’s premier private club experiences.

We are looking for a highly organized and detail-driven professional who excels in a collaborative environment, values work-life balance and takes pride in bringing structure and efficiency to complex projects. The ideal candidate is proactive, adaptable, and eager to assist in coordinating planning efforts, documentation, timelines, and communication as the project moves toward finalization and execution.

If you are passionate about organization, teamwork, and playing a key role in the early stages of a significant club initiative, we invite you to join our team and grow with us as this exciting vision moves forward.

Position Summary
The Project Administrator provides organizational, communication, and coordination support to ensure the successful execution of assigned projects. This role is responsible for maintaining timelines, facilitating communication among stakeholders, tracking deliverables, and ensuring that project leadership remains fully informed of progress, risks, and required actions. 

Key Responsibilities 

Project Coordination & Communication 

• Attend all project meetings, record detailed minutes, and distribute them in a timely manner. 
• Track and follow up on action items to ensure completion and accountability. 
• Keep project leaders and key stakeholders fully informed of project status, milestones, and issues. 
• Ensure Responsible Persons (RPs) receive the information and direction they need from project leadership to complete their assignments effectively. 

Scheduling & Meeting Management 

• Organize and coordinate meetings, including scheduling, preparing agendas, and distributing materials in advance. 
• Maintain clear records of discussions, decisions, and next steps. 

Timeline & Task Management 

• Maintain and continuously update the mission-critical task list and overall project timeline. 
• Monitor deadlines and proactively follow up with Responsible Persons to ensure milestones are met. 
• Provide regular status updates highlighting progress, delays, and upcoming priorities. 

Documentation & Information Management 

• Maintain and organize the project document repository (“project vault”), including notes, correspondence, reports, and reference materials. 
• Ensure documents are current, properly labeled, and easily accessible to authorized stakeholders. 

Content & Administrative Support 

• Draft video scripts and assist with preparation of communications and presentation materials as needed. 
• Support project leaders with administrative and coordination tasks related to project execution. 

Risk Monitoring 

• Identify potential risks, delays, or obstacles and escalate them promptly to project leadership. 
• Assist in tracking mitigation actions and documenting outcomes. 

 Qualifications 

• Strong organizational and time-management skills with exceptional attention to detail. 
• Excellent written and verbal communication skills, including the ability to produce clear meeting minutes and concise status updates. 
• Ability to manage multiple tasks, follow up persistently, and meet deadlines in a fast-paced environment. 
• Proficiency with standard office software and project management or document-sharing platforms. 
• Professional discretion and the ability to handle sensitive or confidential information. 

Preferred Attributes 

• Experience supporting complex projects or committees. 
• Strong interpersonal skills and the ability to coordinate effectively with diverse stakeholders. 
• Proactive mindset with the ability to anticipate needs and resolve issues early.