Administrative Assistant

Description

Job Summary:

The Administrative Assistant serves as a critical support role to the Royal Oaks Country Club Board of Directors and the GM/COO. This important position is responsible for providing a full range of administrative support to the Club’s Office and acting as the liaison to the Club’s various Member-run Standing Committees. 

Duties and Responsibilities:

• Prepares notices, agendas and other items for Club committees and Board of Directors’ meetings; manages records, files, minutes of each meeting; maintains official minutes of all Board committees.
• Coordinates diverse activities that involve frequent interaction with the Board of Directors, Committees, Members and employees of the Club.
• Prepares correspondence, documents, presentations, and other reports, as assigned.
• Responsible for the archiving of all Club records and official business proceedings.
• Maintains Board Policy Manual.
• Organizes annual calendar for Standing and ad hoc Committees. Books rooms, prepares meeting notices, distributes and archives agendas and minutes, receives RSVP’s, and provides headcounts for Committee meetings to the food and beverage teams.
• Conducts and/or coordinates member survey activity.
• Assists with the maintenance of office supplies and storage area stock levels for the Executive Office.
• Assist with general Club Communications as needed.
• Assists the Membership Director as needed. 
• Acts as official Notary for the Club.
• Performs other ad hoc duties as assigned by the GM/COO.

Requirements

Qualification/Requirements: 

• Excellent written and oral communication skills
• Highly organized and accurate in writing/grammar usage
• A self-starter, able to work without immediate supervision 
• Flexibility to work evenings, weekends and holidays if necessary
• Team player and promoter
• Must be comfortable holding others to deadlines 

Personal Characteristics:

• Creative thinking and problem-solving skills
• Excellent written and oral communication skills
• Must be extremely organized and accurate
• Seizes more opportunities than others
• Builds rapport well with members
• Self-motivated and self-directed

Education/Training/Experience:

• Minimum of 5 years in administrative support role

Systems: 

• Microsoft Office Suite – Outlook, Word, Excel, PowerPoint 
• Jonas POS, Jonas Activity Management
• Zoom, Teams Meeting platforms
• Google Docs, Sheets, Slides
• Canva
• Jotform, Formstack, Survey Monkey
• Onboard or similar board management software

Physical Functions: 

• The physical demands and work environment characteristics 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 occasionally required to stand, walk, climb stairs, balance stoop, kneel, crouch, crawl and/or sit up to eight hours per day. 
• Use hands to finger, handle, or feel objects, tools and/or controls.
• Reach with hands and arms.
• Hearing and talking sufficiently to communicate with members, guests, vendors, and co-workers.
• Specific vision abilities include close vision, vision sufficient to read, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 
• Must be able to push, pull or lift up to 30 lbs.
• Independent mobility through clubhouse.

*Note* All duties and requirements stated are essential job functions. This job description in no way states or implies that these are the only duties to be performed by the staff occupying this position. Staff members may be required by their supervisor to perform other job-related duties.