Administrative Assistant

SUMMARY
Our Administrative Assistant greets members and various visitors, answers phones, manages mailroom, maintains office supplies, and supports various administrative tasks. This role combines front-desk duties with broader office support functions, ensuring the office runs smoothly and maintains a professional image. Key skills include strong communication, organization, attention to detail, and familiarity with office software like Microsoft Office. Responsible for office and printer supply inventory, management of office equipment service/repairs, and stocking the coffee station for administrative offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Sustains a positive rapport with members, co-workers and management at all times.
• Maintains a detailed knowledge and understanding of Club hours of operation and activities and communicate them clearly to members.
• Answers and routes incoming calls and retrieves voicemail as needed. Returns general calls that do not require the attention of the Director of Member Services.
• Produce weekly Manager on Duty schedules.
• Track and follow up with Facility Reports including checking completed work.
• Update member golf cart registrations on an ongoing basis.
• Create and distribute gift certificates to charities as needed.
• Create warning and fine letters as assigned for review and upload final documents to Encore.
• Digitally maintain accurate files and records and member related paperwork in appropriate Member files in Encore.
• Enter new Member contact information and any updates into membership database in Encore.
• Prepare member packages for tours and realtors, always keeping adequate stock on hand.
• Create new member orientation packets and welcome emails.
• Assists in updating Member photos following the timeline established in the Rules.
• Assists with annual update of Single Designees and annual real estate title matching.
• Provides general clerical and administrative support to Director of Member Services and Executive Assistant.

REQUIREMENTS

• Must have excellent communication skills, ability to work with discretion and manage confidential information
• Must have minimum of 3-4 years of executive-level administrative experience
• Must be detail oriented with strong time management skills
• Experience in the club industry is a plus
• Must have strong people skills, demonstrate pleasant demeanor over the phone and in person
• Must be proficient in Microsoft Office

Woodfield Country Club is a private, luxury country club located in Boca Raton. Woodfield Country Club’s outstanding reputation is based on its commitment to excellence in the quality of services and experiences we offer. A career with Woodfield Country Club is an opportunity to learn from some of the best leaders in the private club industry. Recognized as a Platinum Club of America, we’re proud to provide a working environment characterized by teamwork and a commitment to service excellence.

Woodfield Country Club proudly offers the following benefits:

• Complimentary Meals in Employee Café
• Employee Referral Bonus
• Birthday Recognition
• Employee Social Events
• Direct Deposit
• On-site Parking

In addition to the benefits noted above, all Full-Time, year-round employees will be eligible to receive:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Company Paid Life Insurance
• Supplemental Life Insurance
• Voluntary Short Term Disability Insurance
• Voluntary Long Term Disability Insurance
• 401(k) Retirement Savings Plan with Club Match
• Paid Vacation
• Paid Personal Time Off
• Paid Holidays

Woodfield Country Club is a drug-free workplace, candidates must be able to pass pre-employment drug screen. EEOC