The role:
To support the Chief Executive Officer, General Manager ensuring that the Club's administration processes run smoothly. Supporting the Chief Executive, General Manager, and liaising with the General Manager regarding any operational concerns.
Accountabilities:
- Provide general administrative and secretarial support to the CEO, GM and, if required, Board of Directors, including extensive audio transcription.
- Coordinate meetings for CEO (internal/external)
- Be the first point of contact for internal and external communication for the CEO.
- Answer member queries addressed to the CEO, action them where appropriate.
- Meet with members on CEO's behalf when busy/in his absence.
- Organise and arrange regular monthly meetings and take minutes for the Board of Directors in line with the CEO's instructions, including organising provision of refreshments etc.
- Ensure that necessary information is available for all Board meetings including Agendas and Minutes.
- Provide Headlines/Actions following Board Meetings
- Liaise with Board Directors and circulate monthly Committee Meeting Minutes
- Type and edit Chairman's Message for e-News.
- Attend the weekly Communications meeting.
- Ensure the CEO is aware of actions pending/deadlines.
- Take control of all AGM critical dates, timelines and processes including mail outs as instructed by the CEO.
- Coordinate the AGM and arrange for Minute-Taker, Tellers etc.
- Attend Senior Team Review meetings to provide minutes of meeting.
- Arrange 2 x Board Strategy Days annually, including booking venue, liaising with venue, liaising with Directors. Act as a point of contact on the day. Attend the meeting and taking Minutes.
- Provide Headlines, Action Plan & Minutes following Strategy Day
- Identify and act quickly on issues that may undermine the members' experience of the Club and its facilities.
- Continuously look for and act on ways that could improve things for the members or enable us to do things more effectively.
- Report to CEO any concerns regarding the Staff/members
- Liaise and communicate to Directors re member disciplinary procedures.
- Liaise and communicate to Staff - grievances etc
- Actively participate in company training programmes and take every opportunity to increase your level of expertise.
Responsibilities:
- To carry out ad hoc projects as directed by the CEO.
- Type and issue letters on behalf of the CEO, Audio dictation will be required.
- Type documents as required from the Chairman & Board.
- File documents for Club/CEO.
- Ensure Development files are kept up to date and circulate to Board as required.
- Personal Profile
- Confident and outgoing personality.
- Strong administrative skills
- Exceptional organisational and communication skills.
- Confidentiality is essential.
- Keen attention to detail
- Self-motivated. The ability to keep going despite setbacks. Deal with changes in priority, juggle several activities and continue to remain effective.
- Customer Focused.
- Flexible working approach regarding operational needs.
- To be able to generate alternative approaches to problems.
Desired knowledge of:
Microsoft Outlook
Microsoft Word
Microsoft Excel (not essential)
Teams/Zoom