Club Secretary/ Club Assistant

Vibes Staffing; Abu Dhabi; On-site; AED 60,000 - 120,000; Part time

Job summary

A prestigious sports club in Abu Dhabi is seeking a Club Assistant/Secretary to provide administrative support, ensure smooth daily operations, and assist management and members. The ideal candidate should have a diploma or bachelor’s degree in Administration, 2+ years of relevant experience, and proficiency in MS Office. Strong communication and organizational skills are essential for this role. The position involves a flexible work schedule to accommodate club activities.

Qualifications

• 2+ years' experience in an administrative or secretarial role.
• Ability to work with children, parents, and diverse teams professionally.
• Strong written and verbal communication skills.

Responsibilities

• Handle incoming calls, emails, and inquiries from parents and members.
• Assist in scheduling training sessions and events.
• Maintain accurate membership records and documentation.

Skills

Organizational skills

Communication skills

Multitasking abilities

Proficiency in MS Office

Education

Diploma or Bachelor's degree in Administration

Job description

Overview

We are hiring a Club Assistant/Secretary on behalf of our client, a prestigious sports club based in Abu Dhabi.

The club assistant will provide administrative and organizational support to ensure smooth daily operations of the Kids Sports Club. This role requires excellent communication, coordination, and record-keeping skills to assist management, coaches, parents, and members.

Position & Details

• Position: Club Assistant
• Location: Corniche Street- Abu Dhabi
• Salary: AED 4000 per month
• Work Schedule: The work schedule will be according to the club’s timing. Refer below for daily routine

• Monday & Wednesday 9:30 AM to 1:30 PM then 3:45 PM to 7:30 PM
• Tuesday & Thursday 10:30 AM to 2:00 PM then 4:45 PM to 9:15 PM
• Friday 10:30 AM to 6:30 PM
• Saturday 9:30 AM to 5:30 PM

Key Responsibilities

• Administration & Communication
  • Handle incoming calls, emails, and inquiries from parents and members.
  • Draft and circulate club announcements, schedules, and newsletters.
  • Maintain accurate membership records, registrations, and attendance.
• Scheduling & Coordination
  • Assist in scheduling training sessions, matches, and events.
  • Coordinate with coaches and staff to prepare timetables.
  • Support logistics for tournaments, camps, and special activities.
• Documentation & Record Keeping
  • Prepare meeting agendas, minutes, and reports for club management.
  • Maintain proper filing of contracts, policies, and forms.
  • Ensure confidentiality of sensitive data.
• Member & Parent Support
  • Act as the first point of contact for parents’ inquiries and concerns.
  • Provide guidance on club procedures, payments, and schedules.
  • Support registration and onboarding of new members.
• Financial & Office Support
  • Assist with fee collection, receipts, and petty cash tracking.
  • Manage office supplies, equipment, and inventory related to training.
  • Support budget preparation and expense reporting

Qualifications & Skills

• Diploma or Bachelor’s degree in Administration with 2+ years’ experience,
• Previous experience in an administrative or secretarial role (sports or education environment preferred).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and basic database management.
• Ability to work with children, parents, and diverse teams with professionalism.

Personal Attributes

• Friendly, approachable, and service-oriented.
• Patient and able to handle parents’ and children’s needs diplomatically.
• Flexible and willing to support events outside standard office hours.
• Strong sense of responsibility and attention to detail