Membership Director/Executive Assistant to the General ...

Membership Director / Executive Assistant to the General ManagerThe Ocean Club of FloridaJob Type: Full-time (Monday - Friday, with some weekends and evenings required)Position OverviewWe are seeking a highly organized and detail-oriented Membership Director / Executive Assistant to the General Manager to join our team. This unique role blends administrative support for the General Manager, membership coordination, and communications oversight. The ideal candidate will have excellent organizational skills, strong communication abilities, and proficiency in administrative and technology tools, including Microsoft Office Suite and Zoom.Key ResponsibilitiesExecutive Assistant to the General ManagerCalendar Management:Scheduling meetings, appointments, and events while managing conflicts and prioritizing the executive's time. Communication Management:Handling phone calls, emails, and correspondence, often acting as the first point of contact for the executive. Travel Arrangements:Researching and booking flights, accommodations, and transportation for business trips. Meeting Coordination:Preparing agendas, taking meeting minutes, and following up on action items. Document Preparation:Drafting reports, presentations, letters, and other documents as needed. Project Management:Assisting with project coordination, tracking progress, and following up on deadlines. Administrative Tasks:Maintaining filing systems, managing office supplies, and handling other administrative duties. Confidentiality:Protecting sensitive information and maintaining discretion. Membership Director ResponsibilitiesWork closely with the Membership Chair on all membership matters.Track membership resignations, admissions, and generate reports (average age, demographics, etc.).Maintain accurate files for all prospective and current members.Follow up with sponsors to ensure membership applications remain on schedule.Schedule and coordinate meet-and-greet events and membership interviews.Prepare name tags and membership packages for new members.Communicate with newly approved members regarding their acceptance.Coordinate committee meetings, including sending out notices, tracking attendance, and setting up Zoom meetings.Coordinate Summer membership calendar and planning with Summer Membership CommitteeArranges all new summer candidate interview with the Summer Membership CommitteeMaintains Summer Membership Calendar and DirectoryMaintains Tennis Directory including all phone number and address changesProvide meeting details to the receptionist for generating Banquet Event Orders (BEOs).Prepare mailing for Annual Meeting one month in advance, prepare proxy, and mailing materials, labels, Communications ResponsibilitiesSend email blasts with accurate and timely information. Send out weekly schedules, monthly special events, death notices and messages from the GM and President, etc.Create and distribute club newsletters, member updates, and marketing materials. Maintain a professional image of the club through consistent communication and branding. Ensure the website remains up to date with current events and announcements.Organize entertainment for events and manage the regular and summer event calendars.Prepare and distribute the membership directory, ensuring accurate contact details.Process address and phone number changes in ClubEssentialQualifications & Skills· Strong organizational skills and attention to detail.· Proficiency in Microsoft Excel, PowerPoint, Outlook 365, and Zoom applications.· Excellent verbal and written communication skills.· Ability to multitask and work effectively under deadlines.· Experience in administrative support and/or membership coordination preferred.· Ability to work occasional weekends and evenings as needed.· Bachelor's degree preferred· Graphic designing experience preferredDetail-oriented with strong organizational and administrative skillsProficiency in CRM software and data analysisBachelor's degree in business, hospitality management, or related field preferred Benefits (Medical/Dental/401k/Vacation Time/PTOInterested candidates should submit their resume and a cover letter to Jpavone@

Created: 2025-02-23