Job description

The Glencoe Golf & Country Club is seeking a full-time Administrative Assistant to join our team. As part of the golf management team, you will act as the ‘face of the Club’ at the Main Reception. You will deliver exceptional experiences in all that you do and will constantly aspire to create a second home environment for our members, guests, and employees. You will provide the most accurate, concise, and up-to-date information in a courteous, timely and personalized atmosphere. In addition, as an Administrative Assistant, you will provide administrative support to our Member Committees and Management Team.

RESPONSIBILITIES:

• Coordinate all the following administrative aspects of meetings including, preparing agendas, notification of committee meetings, recording, transcribing and distribution of minutes as required to the satisfaction of the committees and Management
• Follow up to ensure appropriate action is taken following committee resolutions and decisions. Ensure appropriate filing of meeting minutes and packages
• Provide the new committee members with access to the committee site, provide training, committee calendar, contact information, etc
• Attend Senior Leadership Team meetings, record, and distribute minutes
• Perform day-to-day administrative and secretarial duties as required by Management, the committees and other Club departments in a timely and efficient manner
• Ensure planning and organization of golf annual member meetings
• Assist in coordinating Staff Awards evening with our HR team
• Coordinate with Golf Professionals on league prize distributions
• Act as Lead Coordinator for Glencoe Invitational Annual Tournament providing administrative and organizational support, and acting as the main liaison for players, and the organizing committee
• Assist the GM in the supervision of the 5-7 person housekeeping team
• Assist with member contact and information changes and update the membership database
• Assist with the administrative requirements for the set-up members for Club lockers and Club storage
• Managing Club general email account, replying or forwarding as required
• Managing and ordering all Club stationery and general office supplies
• Process and record member payments as required. Be responsible for petty cash float
• Ensure timely and effective two-way communication (verbal, and written) between members, staff, and managers
• Be fully comfortable with Mitel phone systems including transferring, placing calls on hold, emergency response and assisting with long-distance phone calls
• Assist members with golf bookings, program registration and special events. Assist with backend NorthStar event and activity set up as requested
• Meet and exceed member expectations in all service aspects. Effectively address member concerns and complaints immediately, if possible, and take them to Supervisor when needed
• Administrative support for the CEO, General Manager, Golf Committee, and Board of Directors
• Other duties or special projects as requested

QUALIFICATIONS:

• Excellent member service and interpersonal skills
• A proven track record, with a minimum of 3 years’ experience in administrative support positions, preferably at a private club or sports and recreation facility
• A business college diploma or equivalent in administrative training
• Proficient in Microsoft Word, Excel, PowerPoint, and other related software programs
• Superior organizational skills and the ability to organize others
• Proficient in writing skills, grammar, and proofreading. Excellent verbal communication
• A diplomatic personality that can foster relationships with members, Committees, and employees
• High standards of ethics, honesty, integrity, and confidentiality
• Innovative approach through critical thinking, collaboration, and intelligent risk-taking
• Knowledge of golf and ability to play an asset
• Reliable transportation is required as there is no public transportation to our location

REPORTING STRUCTURE:

This is a permanent full-time year-round position, reporting to the General Manager.

The successful applicant will be required to complete a criminal record background check and a Respect in the Workplace online certification.

The Glencoe Golf & Country Club offers an excellent working environment featuring opportunities for training and development, personal days on top of vacation, comprehensive health, and dental plan, RRSP Plan, free on-site parking, golfing privileges, and numerous employee recognition programs.

Qualified applicants are invited to submit their cover letter and resume in response to this ad.

Visit us at www.glencoegolf.org or www.glencoejobs.org for information about The Glencoe Golf & Country Club.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Vision care
• Wellness program

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