About the Role
International Country Club is seeking a highly organized, energetic, and hospitality-driven Front Desk & Private Events Assistant to serve as the welcoming face of the Club while supporting the planning, marketing, and execution of member and private events.
This position combines front desk responsibilities with event coordination, marketing, and administrative support. The ideal candidate is detail-oriented, creative, enjoys interacting with members, and thrives in a fast-paced environment where no two days are the same.
This position plays an integral role in delivering exceptional service to our members while assisting with weddings, golf tournaments, holiday events, social functions, corporate meetings, and member programming.
Essential Responsibilities
Front Desk & Member Services
Welcome members and guests with a warm, professional demeanor.
Answer and direct incoming phone calls.
Assist members with reservations, event registrations, and general club inquiries.
Respond promptly to emails and member requests.
Process member charges and payments when needed.
Coordinate communication between departments.
Maintain a neat, organized, and welcoming reception area.
Ensure front desk business cards, brochures, and informational materials remain fully stocked.
Assist staff throughout the clubhouse as needed.
Private Event Administration
Assist the Director of Private Events with daily administrative tasks.
Schedule appointments and event tours.
Prepare Banquet Event Orders (BEOs), contracts, invoices, and event packets.
Print BEOs one week prior to events and distribute electronically two weeks in advance.
Maintain event files and calendars.
Prepare event timelines and floor plans.
Coordinate with culinary, banquet, golf, maintenance, and housekeeping departments.
Track event deadlines, deposits, and payments.
Print catering, wedding, and private event menus.
Assist with wedding rehearsals, event walkthroughs, and special event coordination.
Event Marketing & Communications The Front Desk & Private Events Associate will support all club event marketing efforts by:
Designing attractive event flyers.
Ensure all event flyers are reviewed and approved prior to publication.
Create event menus and food labels.
Create directional signage for events.
Update the club's digital Signera displays weekly with current promotions and event flyers.
Email upcoming event information to members every Sunday, highlighting events scheduled over the next two months.
Prepare and distribute monthly event information to the Membership Director for newsletters and member communications.
Ensure all promotional materials are accurate, complete, and visually appealing.
Event Operations
Assist with member event registration and check-in.
Help set up and break down member events as needed.
Place event directional signage throughout the clubhouse.
Prepare food labels and buffet signage.
Create seating charts and floor plans.
Ensure event supplies are ordered and available.
Assist with weddings, golf outings, holiday events, tournaments, and member socials.
Work closely with banquet staff to ensure successful event execution.
Administrative Daily Duties
Check and respond to emails.
Correspond with members regarding upcoming events.
Maintain event reservation lists.
Fill and order front desk candy and hospitality supplies as needed.
Assist club management with special projects.
Support other departments whenever necessary.
Weekly
Print Banquet Event Orders.
Attend weekly BEO meetings and provide upcoming event materials for review.
Design and proof event flyers.
Create menus and food labels.
Update digital signage.
Prepare floor plans.
Print event and catering menus.
Assist with event setup and member check-in.
Monthly
Submit upcoming monthly event information to the Membership Director.
Verify event supplies have been ordered and scheduled.
Review the event calendar for upcoming deadlines.
Qualifications
High school diploma required; Associate's or Bachelor's degree preferred.
Hospitality, country club, hotel, event planning, or administrative experience preferred.
Excellent written and verbal communication skills.
Strong organizational and time management sk