Executive Liaison

4 weeks ago

Charlotte, North Carolina, United States Charlotte Country Club Full time

Job Summary

We are seeking a highly organized and detail-oriented Executive Assistant/Committee Liaison to support the governance of our private country club. The successful candidate will provide exceptional administrative support to our General Manager and Club, ensuring seamless execution of daily operations, committee meetings, and special events.

Key Responsibilities

Provide administrative support to the General Manager and Club, including handling sensitive information, coordinating meetings, and preparing materials.
Interact with the Board of Governors, committees, members, and staff on various activities, ensuring timely organization and distribution of information.
Coordinate and attend weekly/monthly committee meetings, distributing materials, attendee lists, and room set-up requirements.
Develop and coordinate rosters, monthly meeting schedules, and special events for the Board of Governors and standing committees.
Work together with Department Heads to proactively coordinate and prepare for committee meetings in advance.
Act as a staff liaison to a designated Membership Committee.
Prepare and distribute monthly reports for committee review.
File and organize incoming membership applications, letters of support, and track membership changes.
Assist and answer all Membership-related questions from the general membership.
Compose formal letters, emails, and memos for members and staff.
Follow-up on all inquiries, phone calls, emails, and correspondence with the utmost professionalism, timeliness, and care.
Assist the GM with detailed calendar upkeep, prioritizing responsibilities and identifying situations that require immediate attention.
Participate in key member orientation programs.
Perform other duties and assist with other projects as assigned.

Requirements

Experience in supporting at an executive level with administrative experience preferred.
Strong written and verbal communication skills with advanced grammar skills.
Professional presence, positive attitude, and ability to work well with fellow team members.
Attention to detail and an understanding of timeline commitments.
Strong follow-up skills: ability to see projects through to the end and anticipate deadlines.
Excellent organizational skills.
Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook), as well as Adobe Acrobat.
Ability to multi-task on concurrent projects; must be able to time manage proficiently.

Qualifications

Positive, upbeat, friendly person who enjoys providing five-star customer service.
Must be a team player who can develop strong and positive working relationships with all members and team members.
Must have a take-charge attitude and be a self-starter.
Must possess exceptional organizational, communication, and time-management skills.
Must be detail-oriented and able to handle/prioritize multiple projects.
Must be reliable and work well with high volumes under tight deadlines.
Experience working with Boards/committees and/or hospitality preferred.
Must be extremely trustworthy and have strong written and verbal communications skills.
Must have a desire to learn and grow with the position and the company in the future.
Must be able to climb stairs.

Education/Experience

High school diploma and three (3) or more years' experience working with an executive(s); or equivalent combination of education and experience.
College degree preferred.

Computer Skills Required

Extensive knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, and Publisher) and Adobe Acrobat. Knowledge or ability to learn online applications (as an example: Zoom, Dropbox, Doodle Poll, and creative platforms.)

Physical Requirements

Most of the job is performed while sitting, although the work may require occasional standing or walking.
Must be able to climb stairs; Must be able to lift 35 lbs. daily.
Ability to bend, reach and lift frequently.

Work Environment

Must be able to handle a fast-paced, high-end, sophisticated environment.

Hours/Schedule

Flexible, but hours are generally 9:00 a.m. to 5:00 p.m. Monday through Friday (approximately 40 hours a week), with some earlier or later meetings. Some events require evening hours.

Benefits

Our team members are a friendly group of professionals We enjoy a beautiful working environment, free meals, employee outings & events. We also offer an assortment of medical benefits & perks for eligible team members, including paid time off, paid parental leave, free long-term disability insurance, free group life, accidental death & dismemberment insurance, 401(k) match and health savings account contributions from the Club.

Pre-employment drug screen & background check required. We are a drug-free workplace.

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