Executive Administrative Assistant to GM/COO

The Club at Quail Ridge; Boynton Beach (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Club at Quail Ridge is seeking an Executive Administrative Assistant to support the General Manager/COO. This role manages calendars, coordinates board/committee meetings, and prepares minutes and reports to keep the executive office organized and efficient.

Ideal candidates will have strong organizational skills, confidentiality, and professional communication. Proficiency in Microsoft Office and ability to handle multiple tasks in a fast-paced club environment are essential.

Qualifications

• Must have strong organizational skills and maintain confidentiality.
• Proven ability to take and document meeting minutes.
• Proficiency with Microsoft Office and PDF package creation.

Responsibilities

• Support GM/COO with day-to-day administrative tasks.
• Maintain executive files and calendar, plan meetings and take minutes.
• Prepare meeting materials, board/committee notices, and reports.

Skills

Organization

Confidentiality

Minutes taking

Microsoft Office

Communication skills

Calendar management

Vendor coordination

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

PowerPoint

Excel

Outlook

Word

Job description

We're seeking a highly organized, polished, and proactive Executive Administrative Assistant to support our General Manager/COO. This is more than an administrative role-it's an opportunity to be a trusted partner at the center of a fast-paced executive office, managing priorities, coordinating key initiatives, and helping keep the operation moving seamlessly.

If you thrive on organization, confidentiality, professionalism, and making things happen, we'd love to meet you!

Position Summary

• The executive administrative assistant will assist the GM/COO with day-to-day administrative functions. Enhances executive's effectiveness by providing information, management support, and representing the executive to others.

Essential Functions

• Responsible for the day-to-day administrative functions for the COO/GM office.
• Assist the COO/General Manager with maintaining executive files, committee files, and related follow up.
• Maintain COO/General Manager's calendar/appointment schedule including planning and scheduling Board and Committee meetings, conferences, zoom calls, as well as any other requests and/or meetings. Send/create/attach BEO sheets for meetings and take notes/minutes as required.
• Conserves the COO/General Manager's time by reading, researching, and routing correspondence; drafting letters and documents, collecting and analyzing information, and initiating telecommunications.
• Prepare packages for meetings, coordinate set-up of meetings, attend meetings, take, prepare, and distribute accurate/clear minutes, and maintain member listings for the following: Executive Committees (POA/Condo), Board of Directors (POA), and Board of Governors (Condo) and/or other meetings as instructed.
• Assist GM in preparation of town hall, ahead of area annual meetings and POA/Condo annual meetings.
• Consolidate information for the annual report for POA/Condo.
• Annually schedule all committee meetings/POA/Condo committee meetings - create/attach BEO sheets for all meetings and create calendar outlook invites and send for all of these meetings. Maintain, update, and send to all required.
• Prepare and distribute the following for area boards: monthly meeting notices and agendas, monthly meeting minutes, correspondence and various mailings.
• Prepare and distribute agendas, meeting minutes, and correspondence for a variety of meetings as directed.
• Prepare a variety of reports as necessary.
• Assist Department Managers/Directors in anticipating relevant reports and needed follow-up.
• Communicates in a professional and composed manner under all circumstances. Listens attentively to questions and comments and follows up in a timely and appropriate manner where needed.
• Responds to phone calls and email correspondence in a timely and professional manner.
• Provide oversight with the by-laws, covenants, conditions and restrictions, rules, regulations, and policies.
• Provide administrative support to members and co-workers in the Business Center.
• Work collaboratively with all POA/Condo/Realty management, Boards, and members. Ensure an open and collaborative relationship with the Community Association Manager.
• Work with external vendor relationships.
• Prepare items for required membership/marketing meetings.
• Provide ideas, feedback, and suggestions to continuously improve the services provided to members and staff.
• Participate in various Board and Committee meetings and take and draft accurate minutes as assigned.
• Performs position with high standards, integrity and in a timely and efficient manner.
• Perform administrative functions for GM/COO in relation to club renovations and large projects, which may include preparing lists/documents, contacting and communicating with various vendors.
• Assist with special projects as directed by the General Manager/ COO and/or CFO.
• Prepares reports/documents as requested by GM/COO by collecting and analyzing information.
• Maintains member confidence and protects operations by keeping all information and treating them as confidential.
• Provides assistance to Board and/or Committee members as requested.
• Provides assistance to the Front Desk Administrative Assistant/Receptionist as needed; may assist other administrative assistants in the business center as requested.
• Coordinates, manages, and schedules any required items/process with the Supervisor of Elections or state/county when there are any elections on Quail Ridge property.
• Maintains the highest level of confidentiality and discretion in handling sensitive information, executive communications, personnel matters, financial records, and all matters pertaining to the General Manager's Office.
• Perform any other tasks as assigned by other Executive management and/or COO/GM.

Knowledge, skills and abilities

• Must have excellent computer skills, including extensive use of Microsoft Office programs, Windows, Excel and the ability to create PDF packages that incorporate multiple pages and pictures.
• Ability to take and record minutes.
• Must have knowledge of commonly used concepts, practices, and procedures within a country club.
• Efficiently handle multiple calls to employees, members, vendors, and the general public.
• Respond to member complaints and inquiries in a courteous and friendly manner.
• Must possess excellent interpersonal and conflict resolution skills.
• Must possess excellent written and verbal communication skills.
• Must possess excellent organizational skills and coordinate and complete tasks with limited supervision.
• Must be a detail-oriented individual and possess time management skills.
• Must maintain high-performance standards.
• Simple computational skills (Add, Subtract, Multiply, Divide, Percentages)
• Fluent reading and writing in English with the ability to recognize signs and symbols.
• Ability to deal with routine changes often.
• Ability to deal effectively and tactfully with all members, committees, employees, and management.
• Ability to work in a fast-paced environment.
• Knowledge of community documents, guidelines, community rules and regulations.

Education and experience

• High School Diploma or equivalent required.
• Bachelor's Degree preferred.
• Minimum 5 years general office/administrative experience required.
• Previous experience preferred as an Admin. Executive to a C-Level role.
• Extensive customer service background required and multitasking.
• Country Club or Property Owners Association experience preferred.
• Computer experience required, including but not limited to Microsoft Office programs PowerPoint, Word, Excel, Outlook, Internet and related database knowledge expected.
• Experience with and ability to take and record meeting minutes and correspondence.
• Notary Public certification required and/or seek to be certified.