Executive Administrative Assistant

Omni Hotels & Resorts; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Omni Hotels & Resorts at Barton Creek Country Club seeks an Executive Administrative Assistant to provide comprehensive administrative support to the Club General Manager and Director of Membership, and to assist the Executive Operating Committee.

This role handles confidential documents, calendars, reports, travel arrangements, event logistics, member communications, and billing inquiries, contributing to smooth daily operations and outstanding guest experiences.

Qualifications

• Minimum one year of administrative experience required.
• Experience in a club or membership-based environment is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, OneNote).
• Familiarity with Delphi, Synergy, BirchStreet, Concur, Opera, and TSW preferred.
• Certified Notary Public preferred.

Responsibilities

• Provide administrative support to the Club General Manager and Director of Membership.
• Prepare and distribute daily, weekly, and monthly reports.
• Draft and distribute operational correspondence and manage confidential documents.
• Coordinate calendars, travel, and event arrangements for club leadership.
• Assist with member communications, billing inquiries, and attendance at events.
• Create purchase orders and distribute minutes from meetings.

Skills

Administrative experience

Club environment

Microsoft Office

Tools

Delphi

Synergy

BirchStreet

Concur

Opera

TSW

Job description

Barton Creek Country Club

Barton Creek Country Club's success is built on a dedicated, intelligent, and self-motivated team of associates who share a common goal: delivering personalized service to our members and guests while upholding the prestigious standards of a premier private club.

As part of our team, you'll experience the distinctive culture of private club life where meaningful connections, attention to detail, and a commitment to excellence set the tone each day. We foster an environment where teamwork thrives and individual contributions are celebrated, creating a workplace that is both rewarding and inspiring.

Associates at Barton Creek Country Club enjoy a dynamic work atmosphere, comprehensive training and mentorship programs, and the pride that comes with representing a club known for its exceptional service and hospitality. We embody a culture of respect, gratitude, and empowerment, ensuring that every associate and club member feels valued and supported. If you are a friendly, motivated individual with a passion for serving others, a career at Barton Creek Country Club could be the perfect fit.

Omni Hotels & Resorts is seeking an Executive Administrative Assistant for the beautiful Barton Creek Country Club!

If you love hospitality, creating amazing customer experiences, and the structure and benefits that come from working with a hotel company then you will love working with Omni!

We are proud to announce we ranked among the best resorts in Texas: Top 10 Resorts in the Southwest Conde Nast Traveler and Top 5 Resorts in Texas Travel + Leisure World's Best Awards 2024

Executive Administrative Assistant

The Executive Administrative Assistant is responsible for providing comprehensive administrative support to the Executive Office, primarily assisting the Club General Manager and Director of Membership. This role also supports the Executive Operating Committee and handles a variety of confidential, operational, and member-facing tasks to ensure smooth daily operations.

Responsibilities

• Provide administrative support to the Club General Manager and Director of Membership.
• Perform a wide range of administrative duties, including:
• Preparing and distributing daily, weekly, and monthly reports.
• Drafting and distributing operational correspondence.
• Managing confidential information and documents.
• Distributing mail and processing daily check deposits for accounts receivable.
• Obtain required signatures for internal and external documentation, such as:
• Check requests, expense reports, Personnel Information Forms (PIFs), Project Expenditure Approval forms (PEAs), performance evaluations, and other sensitive documents.
• Manage calendars and schedules for Club leadership, ensuring timely communication of appointments and messages.
• Support day-to-day member relations and handle all member-related communications, including:
• Club BEO distribution, Daily Reports, Synergy entries and reports, and internal alerts.
• Maintain organized member files, ensuring they include contracts, correspondence, emails, folios, gift certificates, and other relevant documentation.
• Maintain and track the Gift Certificate Log (value, purpose, issue date, redemption date).
• Coordinate travel and event arrangements for Club leadership, including:
• Transportation, reservations, golf, amenities, and on-site meetings.
• Assist with and attend member events and activities, including managing reservations and name tag tables.
• Maintain Club and Membership licenses, permits, contracts, and insurance certificates.
• Assist Membership Accounting with billing inquiries and statement processing.
• Prepare and process PCard expense reports for the General Manager and Director of Membership.
• Create purchase orders (POs) and Business Authorization Entries (BAEs) in BirchStreet as requested.
• Record, transcribe, and distribute minutes from meetings (e.g., Board of Governors).
• Manage Nextel communications for all managers and supervisors, including ordering, coding, and billing.
• Actively participate in associate events and club/resort committee activities.
• Perform other duties as assigned by management.

Qualifications

• Minimum one year of administrative experience required.
• Experience in a club or membership-based environment is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, OneNote).
• Familiarity with Delphi, Synergy, BirchStreet, Concur, Opera, and TSW preferred.
• Skilled in gift wrapping and presentation. (preferred, not required)
• Experience decorating for holidays or special events. (preferred, not required)
• Ability to write in calligraphy or create attractive hand-lettering. (preferred, not required)
• Certified Notary Public. (preferred, not required)

Physical Requirements

• Ability to sit and work at a computer or phone for extended periods.
• Ability to walk and stand for extended periods, as needed.

Working Environment

• Primarily office-based with frequent movement throughout the property.

Tools & Equipment Used

• Computer, multi-function copier/printer/scanner
• Microsoft Office, Delphi, Synergy, BirchStreet, Concur, Opera, TSW
• Filing systems and standard office equipment

Equal Opportunity

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link: EEOC is the Law Poster. Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.