Executive Assistant

Orchid Island Golf & Beach Club is a private member-owned club, recognized as a Platinum Club® of America, located in the Town of Orchid, just north of Vero Beach, and beautifully situated on 600 acres from the ocean to the river. 

Orchid Island Golf & Beach Club is seeking an Executive Assistant to the General Manager/COO. You will be afforded the ideal opportunity to put your administrative expertise to work in a beautiful environment and friendly atmosphere, which is just steps away from the white sand beach and the Audubon-certified golf course designed by the legend, Arnold Palmer.

Executive Assistant Position Overview                                                           

The Executive Assistant provides high-level executive administrative support to the General Manager/COO. In addition, the Executive Assistant is responsible for assisting Board Members and Department Heads, as needed, and maintaining the smooth operation of the Club Administration office while adhering to strict confidentiality with highly sensitive information. This candidate must have a keen attention to detail, while conducting themselves in a professional and friendly manner.

Essential Duties & Responsibilities include the following, but not limited to:

·        Greets members, employees, and guests in the Administration Office and provides assistance as needed.

·        Assists the General Manager in the performance of administrative duties, which include correspondence to the members and staff, Club, Community Association (CA), and assists with Club Board, Realty Board, and Club Committees’ meetings, schedules, agendas, letters, and meeting minutes. 

·        Proofreads, edits, revises, and reformats all correspondences for General Manager/COO, which requires proper use of grammar and punctuation. 

·        Assists Club, CA, and Realty Boards, and Committee Chairs in administrative correspondence, letters, scheduling meetings as needed. Mails letters, affixing postage as needed.

·        Assists Board and Committees with PowerPoint presentations; provides required AV assistance as needed for Club meetings and sets up room for meetings as needed.

·        Attends weekly Department Head meetings and composes minutes.

·        Manages and maintains General Manager’s calendar with meetings and Club events.

·        Coordinates and schedules in-person meetings, conference call meetings, and/or Zoom meetings.

·        Manages overflow incoming telephone calls, connecting callers to the appropriate individuals or voice mailboxes. (Golf Club Administrative Assistant is the primary telephone operator)

·        Sorts and distributes all the Club’s & CA’s incoming mail and incoming faxes to the proper departments.     

·        Prepares and records gift certificates issued from the General Manager.

·        Codes all Administration invoices for proper accounting purposes.

·        Maintains Hurricane Procedures and Member Welcome Booklet.

·        Maintains phone system and voice mail operations for the Golf Club and Beach Club.

·        Maintains Beach Club and Sandpiper Conference Room scheduling.

·        Maintains and/or develops Board brochures. 

·        Assists in reviewing any printed materials such as letters, emails, flyers, etc. and website information for proper writing and grammar. 

·        Assists Human Resources in Team Member Season Kickoff and other special events and/or projects as needed.

·        Assists in Club Website administration and Marketing as needed.

·        Adheres to strict confidentiality concerning all Club issues.

·        Solves a wide range of complex issues and sensitive situations, exercising independent judgment and leadership skills.

·        Assists with Membership biennial Member survey data.

·        Maintains reciprocal programs and correspondence with local area clubs.

·        Prepares and files St. Johns River Water Management District reporting on a biannual basis; maintains feasibility analysis as needed; submits compliance data and flow meter accuracy report.

Education, Experience, & Requirements

·        Associate’s degree from an accredited educational institution.

·        Five (5) years’ experience as an Executive Assistant, preferably to a C-level executive.

·        May substitute an equivalent combination of education and/or experience.

·        Excellent verbal and written English communications skills.

·        Must be able to guide the day-to-day operations of the office in a business-like positive, professional nature and ethical manner.

·        Must be highly organized and detail oriented.

·        Must be proficient in Microsoft Word, Excel, Publisher, PowerPoint, Outlook with accurate typing abilities. Experienced in Adobe Photoshop.

·        Must make effective use of time and be an efficient multi-tasker; flexible in work habits and work schedule.

Salary and Benefits

Salary is commensurate with qualifications and experience. Health, dental, vision, and life insurance

available. Safe harbor 401(k) plan with match.