Communications Director and Executive Assistant to General Manager

Communications Director and Executive Assistant to General Manager Career Opportunity at the Bel-Air Bay Club

The beautiful Bel-Air Bay Club is a private club situated on the picturesque Santa Monica Bay in Pacific Palisades, California since 1927. The Bel-Air Bay Club has earned the prestigious Iconic Club Award from the Distinguished Clubs of the World program and is recognized by providing an experience found only at the finest clubs. We are looking for an experienced Executive Assistant with extensive communications experience.

Summary:

In this role, the ideal candidate will Direct and oversee the Communications Department, support the COO/General Manager and Board of Directors, and is responsible for Club Compliance. This role reports directly to the COO/General Manager.

• Director of Communications –This role provides leadership and coordination in the planning, development and implementation of all member communications. The position is key in carrying out the Club's initiatives and activities, by storytelling, informing and entertaining our members, through a variety of communication channels. Leads and directs the Communication Manager and Communications Coordinator.
• Executive Assistant to COO/General Manager – Provides administrative support and collaborates on strategic projects with the COO/General Manager and acts as a liaison to Board of Directors, Legal Committee, and periodically, outside counsel. Responsible for Club compliance.

Essential Functions:

Director of Communications

• Advance and evolve Club website, mobile app, and social media outlets, ensuring information is live, current and engaging to our members.
• Write and/or edit Leadership communications effectively, capturing the voice and strategic priorities of the GM/COO, Executive Leadership team and the Membership.
• Develop and implement comprehensive marketing/communication plans, campaigns, and strategies that align with goals.
• Build and manage content calendar for both digital and traditional marketing efforts.
• Oversee, update, and produce all print signage, menus, digital screens, e-blasts, and other marketing collateral.
• Collaborate with events, athletics, and F&B teams to build effective promotions.
• Manage all communications projects including the production and publication of Member newsletters.
• Maintain brand consistency in messaging, tone, and visual identity across all platforms, including print, digital, and social media.
• Leverage a variety of channels of communication for the development, support and promotion of Club community, culture and functions.
• Facilitate all general correspondence, e-blasts, surveys and mailings for the membership.
• Attend member events and execute photo and video documentation/archival.
• Oversee in-house print production by maintaining Canon printers and paper inventory.
• Leads and directs the Communications Manager

Executive Assistant to COO/General Manager

• Schedule Board of Directors and committee meetings, maintain annual calendar of events.
• Maintain schedule of key items or events related to Club documents (i.e. renewal and notification dates, restrictions, covenants, etc.).
• Prepare Board and Committee meetings from beginning to end including scheduling, preparation of agendas and meeting materials, minutes, dissemination of information, and post-meeting requirements.
• Plan, organize, and manage special meetings hosted by the COO/General Manager and/or the Board which may including Board retreats, Board member events, etc.
• Manage and implement Annual All Member Meeting preparation.
• Provide timely contact and follow-up with the Board, committees, members, vendors, department heads and internal staff on behalf of the COO/General Manager.
• Provide administrative support to the Member Committees including Strategic Planning, Nominating, Building & Grounds, Leadership Development, Coastal Governance, and Scholarship Committees.
• Draft correspondence, organize and maintain Club Bylaws, Club archiving system, administrative files, and any Club related research as assigned.
• Oversee maintenance of office services equipment with corresponding Managers.
• Oversee management of Club’s general office supplies, contracts for office services equipment and manage budget expenses as required.
• Manage member mailings, oversee execution and timely receipt.
• Disseminate up to date Club legal and statutory requirements and communication to appropriate Managers.
• Review contracts and other documents identifying clauses which may adversely affect the Club.
• Coordinate risk management issues with Controller. Provide assistance as needed.
• Coordinate government and community requirements as needed.
• Interact with Club members and families maintaining high level of customer service, diplomacy, and confidentiality.
• Partner with all Department Heads to achieve and exceed BABC’s mission and goals.

Qualifications:

• Bachelor’s degree; minimum 3 years executive assistance experience which includes preparing and reviewing legal and contractual documents.
• Work in a legal environment and experience with non-profit Board of Directors is a plus.
• Proven supervisory experience.
• Strong communication, writing and editing skills, and excellent telephone manner.
• Excellent organizational skills and able to manage multiple tasks simultaneously.
• Excellent attention to detail and timely follow-up. Ability to anticipate needs.
• Strong interpersonal and leadership skills. Consistently demonstrate professionalism when interacting with members, staff, and employees.
• Self-starter and ability to work independently without much supervision.
• Ability to instill trust and maintain confidentiality.
• Professional appearance. Displays confident, pleasant, and positive attitude.
• Uses sound judgment. Problem solver.
• Able to work well with others and motivate employees.
• Proficiency in Microsoft Suite - Word, Outlook, Excel, PowerPoint.
• Proficiency in communications modules such as Creative Suite, Acrobat, Photoshop, YoDeck or other digital signage software a plus.
• Knowledge of graphic design
• Ability to conduct meetings virtually via Zoom or webinar platform, including audio visual setup.
• Ability to work evenings and occasional weekends.

Reports to: COO/General Manager

Direct Reports: Communications Manager, Communications Coordinator

Work Hours:

This position is a full-time, exempt, salaried position. Work schedule is Monday through Friday plus occasional weekends This is an exempt employee and therefore the work hours are defined by the responsibility of the job. Some weekend, evenings and Holiday work will be required, depending upon Club demands.

Job Type: Full-time

Pay: $100,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Referral program
• Tuition reimbursement
• Vision insurance

Experience:

• Writing skills: 5 years (Preferred)

Work Location: In person