Administrative Assistant

Overview:

An Administrative Assistant here at Forest Hill Field Club plays a crucial role in supporting the smooth and efficient functioning of an organization. This role involves providing administrative and clerical support to various departments and executives, ensuring effective communication and coordination within the office.

Responsibilities:

· Manage and maintain office supplies, equipment, and facilities.

· Organize and schedule meetings, appointments, and events.

· Handle incoming and outgoing correspondence, emails, and phone calls.

· Maintain and update databases, records, and filing systems.

· Prepare and edit documents and reports.

· Create and manage spreadsheets and other organizational documents.

· Maintain accurate and up-to-date records of expenses, invoices, and receipts.

· Assist in the collection of accounts receivable and posting of accounts payable

· Act as a liaison between employees, clients, and external partners.

· Draft and proofread emails, memos, and other communication materials.

· Answer and direct phone calls to appropriate personnel.

· Attend managers’ meetings and take diligent meeting minutes for review.

· Listen to all voicemails, return all missed calls, transfer any voicemails as needed.

· Respond to incoming emails in a knowledgeable and diligent manner; and/or inquire with managers to provide the best information.

· Manage executive calendars, scheduling appointments and coordinating meetings.

· Remind executives and team members of upcoming deadlines and commitments.

· Provide administrative support to executives, including preparing documents for meetings and managing their schedules.

· Handle confidential information with discretion and professionalism.

· Address and resolve administrative issues and challenges as they arise.

· Collaborate with team members to find efficient solutions to operational problems.

· Assist in the upkeep and maintenance of clubhouse facilities, including dining areas, lounges, meeting rooms, and outdoor spaces.

· Coordinate with maintenance staff to ensure cleanliness, safety, and aesthetic appeal of the clubhouse.

· Ability to assess the necessity of clubhouse repairs and take initiative in coordinating with maintenance and COO for plan of action.

· Ensure compliance with health and safety regulations, as well as all relevant licensing requirements.

· Maintain up to date inspections and license statuses by submitting necessary paperwork, scheduling, and attending inspections.

Qualifications:

· Candidates should possess either an associate’s degree or demonstrate equivalent professional experience

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Experience with North Star a plus (but not required)

· Strong organizational and multitasking skills.

· Excellent communication and interpersonal abilities.

· Attention to detail and accuracy in work.

· Ability to handle confidential information with discretion.

· Familiarity with office equipment and procedures.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Weekends as needed

Experience:

• Customer service: 2 years (Required)

Work Location: In person