Executive Administrative Assistant Job at La Jolla Beach & Tennis Club, Inc. in
La Jolla Beach & Tennis Club, Inc., San Diego, CA, United States, 92189
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Join the dynamic and diverse team at La Jolla Beach & Tennis Club, Inc., where tradition meets opportunity. Our family of properties includes the iconic La Jolla Beach & Tennis Club, the inviting La Jolla Shores Hotel, and the internationally acclaimed Marine Room. 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.
What We Offer
- Free daily meal and salad bar
- Benefits including medical, dental, vision, and 401(k) (based on employment status)
- Paid vacation, sick leave, 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
What We Ask
- 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
Hourly Rate: $30.00/hr
Summary
Serves as point of contact and acts as representative for the Managing Director and President both internally and externally. Performs project‑management work as well as administrative and organizational operational support. Processes sensitive and complex material, analyzes and distills information into a presentable and logical format. Schedules appointments, provides information to callers, and relieves officials of clerical work and administrative details. Serves as a key liaison, providing support and reporting to several high‑level executives.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Greets visitors, ascertains nature of business, and directs visitors to appropriate persons
- Schedules appointments and arranges reservations for Managing Director, President, Executive Committee and Board of Directors
- Assists with arrangements for quarterly manager outings, executive committee special events and holiday outings
- Collaborates with other key staff on holiday events for hourly employees, managers, and executive 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
- Responds promptly to and fulfills owner, member, guest and customer special requests
- Assists with owner distributions, transfers, and answers owner inquiries
- Assists with preparations for annual shareholder meetings, including slide presentations and communications to shareholders
- Processes and submits invoices on Birchstreet as needed; works closely with Accounting to ensure timely payment
- Processes and submits expense reports for Managing Director
- Maintains appropriate levels of supplies for the admin office
- Communicates with housekeeping and engineering 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 and informs them of issues requiring direct attention
- Appropriately handles confidential and sensitive information
- 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 appearance and grooming policy
- Compiles and types statistical reports
- Routes incoming mail and attaches appropriate files to correspondence
- 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 provides information to callers or routes calls to the appropriate official; places outgoing calls
- Other duties may be assigned
OUTCOME
Enables President’s Office to perform its job more efficiently by completing routine office tasks, answering inquiries, screening calls, and organizing schedules.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE
Bachelor’s degree (B.A.) from a four‑year college or university; a minimum of five years related experience and/or training; or an equivalent combination of education and experience. Minimum of five years of hospitality and club operations experience, including reporting to multiple high‑level executives.
Public Notary Certification is a plus but not required.
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information in English and respond to questions from groups of managers, clients, customers, and the general public.
MATH & REASONING SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret instructions furnished in written, oral, diagram, or schedule form. Ability to exercise independent judgment and decision‑making.
OTHER SKILLS AND ABILITIES
Must be proficient with Windows, Microsoft Office (Word, Excel, Access, Outlook), Adobe Photoshop or equivalent programs, and be able to use and create messages in the company's telephone voice mail system. Must type a minimum 60 WPM.
PHYSICAL DEMANDS
The employee must sit, use hands to manipulate objects, handle, feel, and talk or hear. Occasionally required to stand, walk, reach, stoop, kneel, crouch, or crawl. Must constantly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Requires close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORKING CONDITIONS
The work environment is usually low to moderate noise level. Employees are required to perform all tasks safely and adhere to applicable safety procedures.
INTERACTION
Interacts frequently, often daily, with employees at all levels including President, Board Members, General Manager, Executive Committee, and Department Managers. Also interacts with prospective employees, prospective members, delivery people, mail delivery services, club members, hotel guests, owners, other tennis organizations, tournament entrants, and community organizations.
SCHEDULING
The company operates 24 hours a day, seven days a week. At times it may be necessary to move you from your accustomed schedule as task assignments demand. Business needs determine the number of hours you work.
Equal Employment Opportunity Statement
LJBTC Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.