Seasonal Administrative Assistant

SEASONAL PART-TIME POSITION (November - April)

• Greet members, guests, vendors, and employees at front desk in the spirit and culture of Vanderbilt, where everyone is made to feel welcomed
• Answer, direct phone calls and take messages for Members/Staff (headset needs to be worn when you are not at the front desk to answer calls)
• To liaise and actively support the functions of the Executive Management Team (GM, CFO, HR Manager, Director of Golf, Golf Superintendent, Membership Director, Clubhouse Manager, Activities Coordinator and Accountant) in handling requests, monthly board meetings, calendars and events
• Responsible for acting and responding to all voice and email messages within 24 hours
• Collect and post all outgoing mail, including overnight mail services as well as sorts and distributes incoming mail daily
• Manage the inflow/outflow of mailings sent out to members
• Receives and signs for package deliveries (notifies necessary departments for pick up)
• Accepts member payments and suggestions via mail, payment/suggestion box (dates and distributes daily)
• Input Member reservations for a la carte dining/banquets (received in-person, phone, email etc.)
• Oversees a la carte dining/banquets on VCC website – room blocks availability, website calendar & menus etc.
• Website assistance and maintenance- help Members navigate, make reservations, login troubleshooting.
• Assists with F&B menus- creating, proofing, printing, and posting to the website
• Maintain office policies and procedures
• Order office supplies and research new deals and suppliers, maintains postage meter, monthly reporting and order supplies as needed.
• Maintain employee contact list
• Provide general support to member member/guests.
• Oversees “lost and found” program

Requirements and skills

• Proven experience as an Administrative Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular), Club Essentials and Jonas preferred
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree: additional qualification as an administrative assistant or Secretary will be a plus
• Seasonal hours are negotiable
• Reports directly to General Manager

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 29 per week

Schedule:

• Day shift

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

Salary : $18 - $20