What are the responsibilities and job description for the Executive Assistant position at Troon?
Position Summary:
The Executive Assistant plays a vital role in supporting the governance, leadership, and membership functions of Bent Tree Country Club, a premier private country club. This position provides high-level administrative and executive support to the General Manager/COO, Board of Directors, standing committees, and membership coordination, ensuring smooth and professional operations aligned with the club's values, culture, and standards of excellence.
The ideal candidate is polished, discreet, and detail-oriented, with experience in a high-end hospitality or club environment. They will serve as a liaison between the executive office, board members, committees, and club members, helping maintain exceptional member relations and governance practices.
Key Responsibilities:
Board & Committee Support
Education & Experience
The Executive Assistant plays a vital role in supporting the governance, leadership, and membership functions of Bent Tree Country Club, a premier private country club. This position provides high-level administrative and executive support to the General Manager/COO, Board of Directors, standing committees, and membership coordination, ensuring smooth and professional operations aligned with the club's values, culture, and standards of excellence.
The ideal candidate is polished, discreet, and detail-oriented, with experience in a high-end hospitality or club environment. They will serve as a liaison between the executive office, board members, committees, and club members, helping maintain exceptional member relations and governance practices.
Key Responsibilities:
Board & Committee Support
- Coordinate board and committee meetings, including invitations, agenda creation, documentation preparation, and room or virtual setup.
- Take and prepare formal meeting minutes; ensure timely follow-up on decisions and action items.
- Maintain current records of board and committee rosters, schedules, charters, and governance documents.
- Facilitate the onboarding of new board and committee members and ensure access to orientation materials.
- Act as the central communication point between the board, management, and committees.
- Manage calendar and schedule for the General Manager/COO, including appointments, member meetings, vendor interactions, and board-related activities.
- Coordinate logistics for board events, leadership retreats, member forums, and annual meetings.
- Prepare reports, presentations, internal memos, and correspondence on behalf of leadership.
- Handle confidential and sensitive information with the highest level of discretion and professionalism.
- Support internal operations, cross-departmental coordination, and special projects.
- Provide support in member engagement activities, including event RSVPs, new member onboarding support, and general communications.
- Assist the Membership Director (if applicable) with database updates, dues communications, and member inquiries.
- Coordinate select member-focused committees such as Membership, Social, or House Committees.
- Staff & Membership birthdays celebration.
Education & Experience
- Associate's or Bachelor’s degree preferred.
- 5 years of experience supporting senior executives, boards, or committees — ideally in a hospitality, club, or luxury service environment.
- Prior experience in a private club, high-end hospitality, or member-based organization is highly desirable.
- Strong interpersonal skills with the ability to interact professionally with members, board members, staff, and vendors.
- Excellent verbal and written communication, editing, and formatting skills.
- Highly organized, deadline-driven, and comfortable managing multiple priorities simultaneously.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Club Software CE or similar club/member management systems is a plus.
- Demonstrated discretion, integrity, and judgment in handling sensitive information.
- Position is on-site at the club, with occasional evening or weekend availability required for meetings or events.
- Business professional attire is required; this role is highly visible to members and leadership.
- May require lifting/moving materials (e.g., binders, meeting packets) up to 20 lbs.
