Executive & Administrative Assistant Job at Houston Country Club in Houston

Description:

The Houston Country Club is seeking a dynamic candidate to join our team as the Executive & Administrative Assistant!

The Executive & Administrative Assistant will play a key role in ensuring the smooth and efficient operation of the office by managing schedules, supporting governance activities, organizing documents and meetings, and leveraging technology for daily tasks. This position requires strong organizational and communication skills, attention to detail, and the ability to work in a fast-paced environment.

KEY RESPONSIBILITIES

MEETING SCHEDULING & COORDINATION:

· Manage the General Manager’s calendar, scheduling meetings, appointments, and light travel arrangements.

· Prioritize meeting requests and ensure appropriate time is allocated for internal and external engagements.

· Prepare meeting agendas and materials, and track follow-up items to ensure timely completion.

· Coordinate and set up virtual and in-person meetings with internal and external stakeholders.

GOVERNANCE & COMPLIANCE:

· Assist in preparing and organizing documents for board meetings, management reviews, and compliance reports.

· Maintain and update important records related to governance and business operations.

· Coordinate the logistics of governance meetings, including logistics for board meetings, preparation of reports,

and communications.

ORGANIZATION & OFFICE MANAGEMENT:

· Maintain office organization, including managing files, reports, and other important documents.

· Help track deadlines for key projects and initiatives, ensuring that the General Manager and the team are aware of

upcoming deliverables.

· Perform general administrative duties such as answering phones, email management and handling day-to-day office

inquiries.

· Ensure the smooth operation of office supplies and technology, coordinating with IT for tech support when necessary.

TECHNOLOGY & COMPUTER SKILLS:

· Proficiently use office software such as Microsoft Office (Excel, PowerPoint, Word, SharePoint).

· Manage and track tasks using project management tools.

· Troubleshoot basic technology issues and liaise with IT teams for more complex problems.

· Maintain accurate and up-to-date digital and physical filing systems for ease of retrieval and document management.

COMMUNICATIONS & CORRESPONDENCE:

· Draft and proofread internal and external communications, including emails, reports, and memos on behalf of the

General Manager as needed.

· Coordinate and handle confidential and sensitive information with discretion.

· Serve as a liaison between the General Manager and other teams or external partners.

Draft and proofread internal and external communications, including emails, reports, and memos on behalf of the

General Manager as needed.

· Coordinate and handle confidential and sensitive information with discretion.

· Serve as a liaison between the General Manager and other teams or external partners.

Requirements:

QUALIFICATIONS:

· Must have a positive, can-do attitude with strong initiative and follow through.

· Must have excellent written and oral communication skills and maintain a professional demeanor.

· Flexibility to work evenings, weekends, and holidays as necessary for Club Events

· At least 3-5 years of experience supporting senior management in an executive assistant or administrative role.

· Strong organizational skills with an ability to multitask and manage priorities effectively.

· Exceptional written and verbal communication skills.

· Excellent time management skills and attention to detail.

· Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Microsoft SharePoint Workspace.

· Comfortable with video conferencing tools.

· Basic troubleshooting and technology skills; able to address minor computer and software issues and liaise with

IT for more complex problems.

EDUCATION & EXPERIENCE:

· Bachelor’s degree or equivalent experience in business administration, management, or a related field.

· Education or Experience in Hospitality is preferred.

· Previous experience in a similar role is preferred.

· Must be able to read, write, speak, and understand English.

WORKING CONDITIONS & EXPECTIONS:

· Must be able to work in a busy environment while maintaining organization, attention to detail and optimal

member service.

· Typical schedule from 9:00AM – 5:00PM Monday to Friday.

· Occasional nights or weekends scheduled as needed per business of the Club.

· Must be punctual and maintain good attendance.

· Professional business attire required.

SALARY & BENEFITS:

· Competitive Salary and Performance-based Bonuses

· Medical, Dental, Vision

· 401(k) Matching & Safe Harbor Contributions

· Group/Voluntary Life Insurance and Long-Term Disability

· Annual Christmas Bonus; Employee Christmas Party & Summer Picnic

· Employee Meals; Complimentary Parking

· Employee Scholarship Program and Career Advancement opportunities

· Paid Time Off