Administrative Assistant

The Administrative Assistant at Bellerive Country Club (“Bellerive”) provides administrative support services to the General Manager/Chief Executive Officer and other members of Bellerive’s leadership team. Serves as a welcoming presence for Members and guests telephoning or visiting Bellerive. Manages the Administration Office to ensure all technical issues are resolved promptly and supplies are always fully stocked.

Core Four Competencies:

• Anticipate the General Manager’s needs and preferences by staying prepared and organized, while acting with a sense of urgency and polished decorum.
• Acts as a liaison to and provides administrative support for special projects, coordinates resources, event invitations, RSVPs, etc., for the Board of Governors.
• Supports the Food and Beverage operations by accurately managing reservations, communicating daily cover counts, and sorting tickets. Handles telephone inquiries, directs calls as appropriate, and assists Members and guests with their needs.
• Efficiently oversees general administrative tasks, ensuring seamless operations of office equipment and supplies, managing incoming and outgoing mail, maintaining an up-to-date telephone directory, and more.

Job Responsibilities:

• At the direction of the General Manager, manage the Board of Governors’ website, prepare notices, agendas, and other items for upload via the Vivid platform, as well as the final monthly Board Document. Handles Board event invitations, maintains RSVP records, and manages other Board related tasks. Attends meetings when appropriate, takes minutes and transcribes for historical purposes and distribution as necessary.
• Serves as the General Manager’s right hand, recognizing that their actions directly reflect on the General Manager’s office. Assists in managing the General Manager’s calendar and ensuring their timely appearance at appointments, meetings, conferences, etc. Organizes reports and documents, completes expense reports and submits receipts, and assists in the crafting and distribution of correspondence from the General Manager’s office.
• Assists the General Manager with project management by coordinating timelines, tracking progress, and ensuring project milestones are met.
• Handles telephone inquiries by transferring calls to appropriate extensions (acts as a receptionist), directing Members and guests, and serves as Bellerive’s “ambassador” greeting all visitors to the General Manager’s and/or Administration Offices.
• Manages the Food and Beverage Department reservation system and ensures all dining reservations are recorded and updated accurately. Communicates reservation issues and provides daily cover counts for lunch/dinner to F&B leadership and organizes the final food and beverage tickets for accurate and timely processing.
• Collaborates with Events and Banquets to ascertain details of events to handle and address inquiries, assist with event registrations (telephone, email, website), and coordinate any follow-up communications with Members registered for large events as appropriate.
• Assists in computer design tasks related to the creation of invitations, announcements, signs, and other materials.
• Maintains inventory for office and copier supplies and manages service calls for office equipment. Handles all aspects of incoming/outgoing mail, including Bellerive Member mailings. Keeps Bellerive’s telephone directory up to date, manages lost and found, and oversees member-family relations including sending thank-you letters, get-well cards, and birthday greetings on behalf of Bellerive and the General Manager.
• Other appropriate duties as assigned by the General Manager, or other members of Bellerive’s leadership team.

• Must possess advanced knowledge of Microsoft Office applications including Word, Excel, and PowerPoint.
• Must have the ability to understand and/or learn graphic design software or other related software applications.
• Must have the ability to balance multiple projects and have strong project and time management skills. Must possess high attention to detail.
• Must display an aptitude for working in a fast-paced environment with a demonstrated ability to work autonomously, take direction, and exercise good judgment. Must have the ability to reason and apply common-sense understanding to situations encountered.
• Must have a high level of professionalism and interpersonal skills to communicate and work well with employees at all levels within the organization and maintain all information in the strictest of confidence. Must use tact and diplomacy when dealing with others.
• Ability to read, write, and communicate fluent English; compose documents in the appropriate business style using correct grammar and spelling; communicate clearly using proper grammar and diction over the telephone.
• Ability to simultaneously process routine daily functions, resolve sensitive issues, and complete complex assignments utilizing above-average critical thinking skills.
• Standard hours are Tuesday through Saturday, 08:00 a.m. – 05:00 p.m., with flexibility for overtime as needed, including nights, weekends, and holidays to meet departmental demands.
• The physical demands of this position are representative of those that might be met by an employee for them to successfully perform the essential functions of the position. These include being both mobile and stationary throughout the workday and having the ability to transport twenty-five (25) pounds.

Qualifications / Education:

• High School Diploma or equivalent required. Associate’s Degree or Bachelor's Degree with a major or minor in business preferred.
• Five (5) years or more experience as an Administrative Assistant or Executive Assistant required.
• Prior Country Club or Hospitality industry experience preferred.