Executive Administrative Assistant

Position Summary The Executive Assistant provides administrative, Board, leadership, and financial support to the General Manager/COO and Club leadership team. This position coordinates meetings and calendars, prepares professional documents and minutes, tracks follow-up items, maintains records, and assists with daily accounting and office functions. The ideal candidate is highly organized, detail-oriented, professional, and able to manage confidential information and multiple priorities independently. Essential Responsibilities Executive, Board, and Leadership Support Manage the General Manager/COO’s calendar, meetings, priorities, and email inbox as assigned. Prepare agendas, reports, presentations, correspondence, and other professional documents. Coordinate leadership, Board, and committee meetings, including scheduling, room setup, virtual links, packets, and materials. Attend meetings, prepare accurate minutes, document decisions and action items, and track follow-up through completion. Maintain leadership calendars, organizational planning documents, and Board and committee records. Maintain the Board SharePoint site and upload approved meeting materials. Coordinate the annual Board Retreat and Manager Retreat. Assist with special projects, research, communications, and the development and organization of Club procedures and records. Handle confidential personnel, member, financial, and governance information with discretion. Financial and Accounting Support Prepare daily cash deposits and point-of-sale reports. Assist with cash, check, credit card, and point-of-sale reconciliations. Support accounts payable and accounts receivable activities, including invoices, vendor payments, member checks, statements, and filing. Verify required approvals and supporting documentation before payments are processed. Reconcile vendor statements and research payment or invoice discrepancies. Provide AR/AP coverage when needed and follow established approval procedures and internal controls. Assist the Controller with reports, financial schedules, reconciliations, audit documentation, and special projects. Maintain organized and confidential financial records. Administrative and Office Support Create, edit, and format documents using Microsoft Office applications. Organize electronic and physical files, templates, procedures, and shared folders. Coordinate office services, supplies, meeting materials, and recurring deliveries. Assist with Club reports, forms, menus, events, and other administrative projects as assigned. Serve as a professional point of contact for Board members, Club members, employees, vendors, and visitors. Qualifications Required High school diploma or equivalent. At least three years of professional administrative, executive assistant, office management, or related experience. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Strong writing, proofreading, formatting, organization, and time-management skills. Ability to manage confidential information and work independently with strong attention to detail. Basic understanding of invoices, deposits, payments, financial records, or general accounting processes. Preferred Associate or bachelor’s degree in business, accounting, finance, office administration, or a related field. Experience supporting senior leadership, a Board of Directors, or committees. Experience with accounts payable, accounts receivable, bookkeeping, or financial reporting. Private club, hospitality, nonprofit, association, or member-service experience. Experience with Jonas Club Management, CSI, or similar systems. Schedule and Work Environment This position works approximately 20–30 hours per week, Monday through Friday. Hours are flexible based on the employee’s availability and Club needs. Occasional schedule adjustments may be required for Board meetings, retreats, month-end responsibilities, or employee coverage. Regular on-site work is required. Job Type: Full-time Pay: $25.00 - $32.00 per hour Benefits Employee discount Flexible schedule Experience: Executive administrative support: 3 years (Required) Microsoft Office: 3 years (Required) Work Location: In person