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John's Island Club

John's Island Club is hiring: Administrative Assistant in Vero Beach

John's Island Club, Vero Beach, FL, United States

Description

Essential Job Functions:
  • Handle sensitive information and communications with strict confidentiality, discretion, and professionalism.
  • Schedule and coordinate meetings, including arranging logistics such as locations, food and beverage services, and audio-visual needs.
  • Prepare and distribute meeting materials, creating agendas, memos binders, write distribute meetings minutes to committees.
  • Attend and record minutes at committee meetings as requested.
  • Take and transcribe dictation, often of a technical and/or confidential nature, and prepare associated communications.
  • Organize and expedite flow of work through the director's office. Initiates follow-up action.
  • Prepare, edit and proofread correspondence and makes copies of reports.
  • Communicate director's requests to various individual department representatives, and committees.
  • Furnish and obtain information from other department heads or outside representatives.
  • Assist in special projects and initiatives as directed, conducting research and compiling information to support club objectives.
  • Screen and manage incoming calls, emails, and inquires, ensuring timely and accurate responses.
  • Oversee daily office operations, including managing supplies, equipment, and maintenance requests.
  • Provide general administrative assistance to the Director, the department and the General Manager.
Other Duties & Responsibilities:
  • Organize and maintain files, records, and databases to ensure easy access to information.
  • Open and route incoming mail, and assist with all necessary functions involved in Club mailings and communications.
  • Process invoices and expense reports in a timely manner.
  • Greet and assist club members and visitors.
  • Assist members with light typing, FedEx, faxing, copies as requested.
  • May participate in member events throughout the year, including evening and weekend functions.
  • May perform other assignments and duties, as area needs require.
Requirements

Skills & Knowledge:
  • Strong interpersonal and telephone skills, with demonstrated tact, courtesy, manners and diplomacy.
  • Proficient in Microsoft Office Suite, Canva, and Google docs. Experience in Jonas software preferred.
  • Ability to type at 40-50 wpm, with excellent accuracy.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Ability to learn, recall and explain detailed Club information - facilities, amenities, hours, fees, rules, etc.
  • Strong clerical skills and working knowledge and understanding of a professional office environment and procedures.
  • Must excel in organizational skills and attention to detail.
  • Ability to speak, read and write in English language.