Administrative Assistant – Member Activities

Ocean Reef Club; Key Largo (FL); On-site; USD 17,000 - 21,000; Part time

Job summary

Ocean Reef Club is seeking a Part-Time Seasonal Administrative Assistant to support the Member Events team in Key Largo, FL. The role involves maintaining calendars, producing event documents, and assisting with RSVP tracking and communications.

The ideal candidate will have strong organization, attention to detail, and proficiency with Microsoft Office. This on-site position operates up to 25 hours per week from October through May.

Qualifications

• High school diploma required; associate degree or coursework in business/hospitality preferred.
• 0–1 year of administrative or office support experience preferred.
• Strong organizational and time-management skills and attention to detail.
• Proficiency with Word, Excel, and Outlook is expected.

Responsibilities

• Maintain and update the Member Events calendar and scheduling systems.
• Prepare, format, and distribute event documents, reports, and internal materials.
• Maintain organized and accurate electronic and physical event files.
• Assist with data entry and tracking within event management systems.
• Assist with preparation and deployment of event communications; call campaigns, mailings, etc.
• Respond to basic member inquiries and direct complex requests to team members.
• Support RSVP tracking, ticketing, and registration processes.
• Assist in preparing materials for events (signage, registration lists, collateral, name badges).
• Coordinate basic logistics with vendors and internal departments as directed.
• Support inventory tracking for event supplies and materials.
• Assist in compiling post-event reports and summaries.
• Support day-to-day office operations for the Member Events team.

Skills

Organizational skills

Time management

Attention to detail

Written and verbal communication

Education

High School diploma

Tools

Microsoft Office

Job description

Part -Time Seasonal up to 25 hours a week – October 1 through May 1

“The Behind-the-Scenes Support Ensuring Seamless Member Events”

The Member Events Administrative Assistant provides administrative and organizational support to the Member Events team. This role is responsible for maintaining accurate records, supporting communications, assisting with event logistics preparation, and ensuring all administrative processes related to Member Events are handled efficiently and professionally.

• Maintain and update the Member Events calendar and scheduling systems
• Prepare, format, and distribute event documents, reports, and internal materials
• Maintain organized and accurate electronic and physical event files
• Assist with data entry and tracking within event management systems
• Assist with the preparation and deployment of event communications; call campaigns, mailings, etc.
• Respond to basic member inquiries and direct more complex requests to appropriate team members
• Support RSVP tracking, ticketing, and registration processes
• Assist in preparing materials for events (signage, registration lists, collateral, name badges, etc.)
• Coordinate basic logistics with vendors and internal departments as directed
• Support inventory tracking for event supplies and materials
• Assist in compiling post-event reports and summaries
• Support day-to-day office operations for the Member Events team
• Schedule meetings, prepare agendas, and take meeting notes as needed
• Assist with special projects and additional duties as assigned

• High School diploma required; associate degree or coursework in business, hospitality, or related field preferred
• 0–1 year of administrative, hospitality, or office support experience preferred
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)

• Maintains accurate, organized, and up-to-date event records, calendars, and databases, ensuring all information is reliable and accessible to the team.
• Provides timely and accurate administrative support, including preparation of event documents, reports, and supporting materials with a strong attention to detail.
• Supports communication efforts effectively, assisting with the preparation and distribution of event-related emails, mailings, and internal communications in a professional and timely manner.
• Responds to member inquiries promptly and professionally, ensuring a high level of service and appropriate escalation of requests when needed.
• Demonstrates strong organizational and multitasking skills, efficiently managing competing priorities and deadlines in a fast-paced environment.
• Accurately supports registration, RSVP tracking, and event data entry, ensuring consistency and integrity in all event-related systems.
• Assists in compiling basic event data and reporting, supporting the team with post-event documentation and summaries as required.
• Maintains a high level of professionalism, discretion, and confidentiality, particularly when handling member information and internal communications.
• Works collaboratively with the Member Events team, providing dependable support to Coordinators and Managers to ensure smooth event operations.
• Demonstrates reliability, responsiveness, and consistency in completing assigned tasks, contributing to the overall efficiency of the Member Events department.

• Must be able to carry up to 25 pounds
• Must be able to sit for long periods of time
• Must be able to stand for long periods of time.

• Ability and desire to work flexible hours
• Professional working environment requires professional appearance, mature outlook and demeanor
• Ability to work weekends, holidays and scheduled evening member events.

No specific requirements.

Job descriptions are not intended and should not be constructed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, changes in workload, rush jobs or technological development) dictate.