Executive Administrative Assistant Job at The Marine Room in San Diego

These landmark destinations are cherished La Jolla institutions, built on a legacy of family values, exceptional service, and a deep commitment to our community. As part of our team, you’ll enjoy a supportive and collaborative work environment, competitive pay, outstanding benefits, and the chance to grow your career in a setting as inspiring as the coastline we call home. Whether you’re starting your career or ready to take it to the next level, we’re passionate about helping our employees thrive in one of California’s most beautiful destinations. * Free daily meal and salad bar* Benefits including: Medical, Dental, Vision, 401K (based on employment status)* Paid vacation, sick, and holiday time* Dining discounts for employees (and up to 6 guests) at the Marine Room, The Shores Restaurant, and our Club Dining!* Property retail shop and hotel discounts* $500 referral bonus for referring new employees to The La Jolla Beach & Tennis Club* Consistently provide professional, attentive, and genuinely friendly service* Promote and follow LJBTC, Inc's Signature Service standards and requirements to ensure a lasting impression of exemplary service resulting in satisfied and loyal members and guests**ESSENTIAL DUTIES AND RESPONSIBILITIES**:* Greets visitors, ascertains nature of business and directs visitors to employer or appropriate person.* Schedules appointments and arranges reservations for Managing Director, President, Executive Committee and Board of Directors.* Assists with arrangements for quarterly Manager outings, and Exec Committee special events and holiday outings.* Collaborates with other key staff on holiday events for hourly employees, Managers, and Exec Committee.* Attends bi-weekly Staff meetings and records minutes of the meeting.* Prepares and copies necessary information for board meetings at the request of the Managing Director and President.* Prepares templates and edits slide presentations for board meetings.* Promptly responds to and fulfills owner, member, guest and customer special requests.* Assists with Owner distributions, transfers, and answers Owners inquiries.* Assists with preparations for annual Shareholder meetings, including slide presentations and communications to Shareholders.* Processes and submits invoices on Birchstreet on an as-needed basis. Works closely with Accounting department to ensure timely payment of invoices.* Processes and submits expense reports for Managing Director.* Maintains appropriate levels of supplies for the Admin office.* Communicates with housekeeping and engineering departments on a regular basis for any office needs.* Orders supplies and goods at the request of the Managing Director.* Keeps Managing Director’s calendar current.* Keeps Managing Director informed of company issues requiring his or her direct attention.* Appropriately handles confidential and sensitive information.* Greets visitors, ascertains nature of business, and directs visitors.* Follows a code of behavior appropriate to the office of the company president. Models professionalism, confidentiality, courtesy and tact at all times.* Always wears appropriate office attire and follows the company’s standards of appearance and grooming policy.* Compiles and types statistical reports.* Prepares and copies necessary information for board meetings* Public Notary Certification is a plus, not required* Routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.* Composes and types routine correspondence.* Files correspondence and other records.* Makes copies of correspondence or other printed materials.* Prepares outgoing mail, including packages.* Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.* Other duties may be assigned.Join our team and enjoy a range of benefits designed to support your well-being and career growth. Our perks include a free daily meal, employee discounts, and comprehensive medical, dental, and vision insurance. We offer career growth opportunities, 401K matching, and paid vacation, sick leave, and holiday time to ensure a balanced and rewarding work experience. Explore exciting opportunities with us and become part of a team that values your success!La Jolla Beach & Tennis Club is a fifth-generation, family-owned and operated company dedicated to the operation of a 21-acre beachside resort. The resort encompasses three properties, including the exclusive 90-room La Jolla Beach & Tennis Club, the 128-room La Jolla Shores Hotel and the award-winning Marine Room restaurant. Resort amenities include 13 championship tennis courts, 5 pickleball courts, a nine-hole Par-3 golf course, two swimming pools, three oceanfront restaurants and cocktail lounges, and one of Southern California’s only private beaches #J-18808-Ljbffr