Member Concierge & Executive Assistant

Member Concierge & Executive Assistant

Bocaire Country Club | Member Services Department

Position Summary

The Member Concierge & Executive Assistant serves as a key ambassador of the Club experience. This role combines concierge-level member service with administrative and operational support for Club leadership.

This position is responsible for delivering a highly personalized experience to Members and their guests while managing reservations, communications, event coordination, and executive administrative support. The ideal candidate is organized, proactive, service-driven, and comfortable working in a fast-paced hospitality environment.

Success in this role requires strong communication skills, attention to detail, discretion, and the ability to anticipate Member needs while supporting the daily operations of the Club.

Key Responsibilities

Member Experience & Concierge Services

• Greet Members and guests upon arrival and provide a warm, professional welcome
• Learn Member names and preferences to deliver personalized service
• Handle Member inquiries, requests, and concerns promptly and professionally
• Manage Member deliveries, packages, and mailings
• Coordinate reciprocal club reservations and guest access
• Support Member communications and daily club updates
• Maintain a high level of hospitality and discretion when assisting Members

Reservations & Event Coordination

• Manage dining reservations through club systems
• Manage event registrations and reservation tracking
• Enter reservation details including guest names, seating preferences, and special requests
• Confirm reservations prior to events
• Monitor reservation activity and maintain accurate cover counts
• Maintain event folders including menus, BEOs, signage, and vendor documents
• Prepare and distribute banquet event order packets to department heads

These responsibilities align with the club’s front desk and member services operations as outlined in the internal responsibilities document.

Front Desk Responsibilities

Member Communications

• Prepare and distribute daily club updates to Members and staff
• Send event reminders and internal communications
• Coordinate committee and leadership meeting notifications
• Maintain digital files for menus, flyers, and club communications
• Update menus and event details on the club website and mobile app

Graphic Design & Marketing Support

• Create event signage, tent cards, and menus using Canva or similar software
• Assist with event flyers and promotional materials
• Format print materials for club events and communications

Administrative & Executive Support

• Provide administrative support to the General Manager and leadership team
• Coordinate meeting schedules and conference room reservations
• Maintain Google calendars for club leadership and committees
• Prepare documents, reports, and presentations as needed
• Assist with confidential communications and executive correspondence

Office Operations

• Order office supplies and manage inventory
• Process invoices and coordinate with accounting
• Manage printing, mailing, and postage for club communications
• Coordinate employee materials including name tags and ID badges
• Maintain locker assignment records and coordinate updates with departments

Qualifications

• Bachelor’s degree preferred (Hospitality, Business, Communications, or related field)
• 2–5 years experience in hospitality, private clubs, hotels, concierge services, or executive administration
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to multitask in a fast-paced service environment
• Strong attention to detail and problem-solving ability
• High level of professionalism and discretion

Technical Skills

• Microsoft Office (Word, Excel, Outlook)
• Google Workspace / Google Calendar
• Canva or basic graphic design tools
• Reservation systems (ClubEssentials, Pacesetter, or similar) preferred
• Event management or BEO software experience preferred

Core Competencies

• Hospitality mindset
• Member-first service approach
• Professional communication
• Organization and attention to detail
• Confidentiality and discretion
• Ability to anticipate needs and act proactively

Physical Requirements

• Ability to stand or walk for extended periods
• Ability to lift up to 25 pounds occasionally
• Ability to operate office equipment including computers, printers, and phones
• Ability to move throughout the club property as needed

Work Environment

• Private club hospitality environment
• Combination of office and front desk operations
• Evening, weekend, and holiday availability may be required based on club events

Why Join Our Team

Our Club is committed to delivering exceptional hospitality and creating meaningful experiences for our Members and their guests. This role offers the opportunity to work closely with leadership while playing an important part in the daily Member experience.

Pay: From $26.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person