Executive Assistant-Front Office And Catering

About us

Manor Country is Rockville’s premier, private member-owned club that exists to provide and encourage a quality, family-oriented environment for athletic activities, leisure, and relaxation. While our exceptional championship golf course is the centerpiece of day-to-day activity, a wealth of other activities is available for family and friends throughout the seasons for the best value in Montgomery County.

All applicants who come to Manor Country Club to fill out applications or to be interviewed must be appropriately dressed in proper attire. Sloppy or shabby jeans, cut-offs, T-shirts, and torn or “excessively worn-looking” clothing are prohibited.

Job Summary:

For this exciting role, we are looking for someone approachable, confident, friendly, helpful, and respectful to members, guests, and coworkers at all times. The Executive Assistant will take ownership of the front desk area of the Club, acting as the face of the Club to members and guests upon arrival and via phone. The Executive Assistant will also provide administrative support to the Director of Catering performing such tasks as copying, filing, and data input.

Highly desired candidates will have experience with Canva, MS Office Suite, Clubessential, and some exposure to catering software.

The schedule for this role is Tuesdays - Thursdays 9:30 - 6 PM, Fridays 2:30 - 8:30 PM, and Sundays 9 AM - 5 PM.

Job Duties:

• Welcome all people entering the Club and direct them to their destination.
• Complete delegated tasks assigned by the Director of Communications & Activities or the Director of Catering.
• Handle all incoming calls with a friendly demeanor; route calls and pass along voicemails to appropriate staff.
• Have full knowledge of the operations of the Club to be able to communicate to members and guests; this includes daily events and their locations, upcoming events, dining reservations, hours of operation, assisting members to use the website and app, etc.
• Prepare daily event lobby signage and buffet cards using brand style guidelines.
• Assist the Communications director draft and schedule recurring weekly and monthly emails through Clubessential based on an established format and brand style guidelines
• Assist the Director of Catering with preparing and assembling the weekly banquet event order packet and distribution.
• Assist the Director of Catering with the checking of catering dept voicemail and emails to ensure a timely response to all inquiries.
• File banquet contracts, deposits and event details.
• Send thank you email and/or notes to banquet event hosts after the event is completed.
• Data entry support for the catering department. Assist with completing individual banquet event orders under the direction of the Director of Catering.
• Update and print weekly specials menus.
• Help administer the Club Website, both public and members-only sections; help compile submissions for the monthly newsletter.
• Help administer, troubleshoot, and design content using brand style guidelines for digital signage around the Club.
• Maintain print media for the lobby, including the monthly newsletter and booklets
• Mail the hard copies of the monthly newsletter.
• Assist members with any dining and event reservations; add reservations to the website and update department heads accordingly.
• Provide administrative support for all departments including Food & Beverage, Golf, Tennis, Swim, Greens, and Committees.
• Help maintain sufficient inventories of office supplies and notify manager when supplies need to be reordered;
• Maintain the front desk and lost and found bin in an orderly fashion.
• Distribute mail to the proper staff.
• Assist delivery drivers with the proper location of packages; ensure the walkways around the front desk and elevator remain clear of packages.
• Help members and guests with the lobby elevator.
• Assist the Accounting Office with mailings, filing, and shredding as needed.
• Assist members with various tasks, for example: purchasing a gift certificate, sending a fax, etc.
• Manage all day-to-day front desk duties and assignments

Qualifications and Skills:

• Must possess excellent oral, written, interpersonal, problem solving and organizational skills.
• Ability to comprehend and carry out instructions.
• Must possess the ability to interact with members and staff on all levels in a professional, positive, and friendly manner.
• Ability to work independently or in a team environment.
• Regular evening/ weekend availability required.
• Position requires a highly professional demeanor, adaptability, flexibility and adherence to strict level of confidentiality.
• Requires strong proficiency in all Microsoft applications, Canva, email, and internet; preferred candidates will have experience with Clubessential.
• Excellent typing skills.
• Ability to read, write, see, speak and hear English.

Experience:

• Administrative experience required (1+ years preferred).

Education/Certifications:

• High School diploma or equivalent required.

Physical Requirements:

• Require ability to bend, stoop, lift and carry items up to 25 pounds
• Ability to sit for prolonged periods.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan

Schedule:

• 8 hour shift

Application Question(s):

• Are you able and willing to work this regular schedule? Tuesdays - Thursdays 9:30 AM - 6 PM, Fridays 2:30 PM - 8:30 PM, and Sundays 9 AM - 5 PM?

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• Canva: 1 year (Preferred)

Ability to Commute:

• Rockville, MD 20853 (Required)

Ability to Relocate:

• Rockville, MD 20853: Relocate before starting work (Required)

Work Location: In person