Position: Executive Administrative Assistant
Department: Administration
Supervisor: General Manager
Classification: Full-Time, Non-Exempt
Our Mission:
At Fiddler’s Elbow, our mission is not only to “Enhance the lives of our Members & Guests with WOW moments they can’t live without,” but to also enhance and enrich the lives of our Fiddler’s Family members.
Summary of Responsibilities:
As the Executive Administrative Assistant, you are the primary support pillar for the General Manager and the Executive Team. You will manage the flow of the executive office, ensuring communications are seamless, records are impeccable, and the daily administrative needs of the club are met with a high degree of "WOW" service.
Essential Functions:
- Prepare agendas and keep minutes for the General Manager, including Executive Staff Meetings and the Annual “Barn” Strategic meeting.
- Schedule regular financial, labor, and staff meetings.
- Handle daily mail (excluding confidential Trustee mail), maintain the postage machine, subscribe to publications, and keep the staff directory current.
- Manage office supplies, machine supplies (toner, service calls), maintain official Club files (including tent/awning permits).
- Perform routine bookkeeping tasks and assist with financial record-keeping.
- Provide administrative support to the communications team, including report generation and task coordination.
- Perform Notary responsibilities as required.
- Assist with financial reporting and monetary donation inquiries.
- Handle all golf outing gift certificates, brochures and logs.
- Answer and direct calls with a warm, engaging tone.
- Proofread monthly newsletters and executive documents to ensure impeccable quality.
- Conduct or assist with walking tours throughout the clubhouse and grounds for high-profile guests.
- Perform additional tasks as delegated by the General Manager.
Skills and Work Styles:
- Skills: Communication, Time Management, Creative Thinking, Active Listening, Organization, and Multi-Tasking.
- Work Styles: Extreme Attention to Detail, Cooperation, Dependability, Discretion, Adaptability, and Loyalty.
Required Qualifications:
- Must be at least 18 years of age.
- High School Graduate or equivalent. College degree preferred.
- Previous Administrative Assistant experience preferred.
- Communications and bookkeeping experience preferred.
- Certified Notary or eligibility to become a Notary is preferred.
- Must be able to speak and understand the predominant language of our members and guests.
- Strong proficiency in Microsoft Office, with advanced Excel skills preferred.
- Ability to work a standard schedule with flexibility for occasional evenings or holidays based on club events.
Physical Requirements:
- Ability to walk and stand for extended periods, including the ability to navigate the clubhouse and grounds to conduct or assist with high-profile tours.
- Ability to remain in a seated position for extended periods for office-based tasks.
- Ability to reach, bend, and stoop as needed for filing and office equipment maintenance.
Why join the Fiddler’s Family?
Benefits for ALL staff members:
- Competitive pay
- 2 days off per week
- Career advancement opportunities within our Club Development and Continuing Education
- Golf, Paddle/Tennis, and Fitness Privileges
- Paid Sick Leave
- PLUM Benefits
- Annual Summer and Holiday staff events
- 401(k) Plan, eligibility after 1 year of employment
Benefits for Full Time Staff Members also include:
- Comprehensive healthcare, dental and vision package
- Flexible Spending & Dependent Care Accounts
- Paid Time Off (Vacation and Holiday)
- Life insurance