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Executive Assistant to the General Manager/COO

Position Summary

The Executive Assistant to the General Manager/COO serves as a trusted strategic partner responsible for supporting the executive office through exceptional organization, communication, project coordination, and administrative leadership. This highly visible position manages the daily interactions, communications, and workflow of the General Manager/COO while serving as a professional liaison between the executive office, Board of Directors, committee members, Club members, employees, vendors, and community stakeholders.

The Executive Assistant is responsible for developing, coordinating, and executing all executive communications, maintaining the integrity of the Club's written communications and branding, coordinating Board and committee activities, and assisting with special projects and strategic initiatives. This individual must demonstrate exceptional discretion, professionalism, sound judgment, creativity, and the ability to anticipate the needs of the General Manager before they arise.

This role requires outstanding organizational skills, superior writing and editing abilities, advanced technology proficiency, and the ability to manage multiple priorities while maintaining strict confidentiality.

About Boca Grove

Nestled in the heart of Boca Raton, Boca Grove is an intimate, boutique private club and residential community where understated elegance, meaningful relationships, and exceptional service define the member experience. Home to fewer than 450 member families, Boca Grove offers a uniquely welcoming atmosphere where members know one another by name and friendships flourish. From its Jim Fazio championship golf course and award-winning Sports & Wellness Center to its vibrant dining and social experiences, every aspect of Boca Grove is thoughtfully designed to inspire healthy lifestyles, personal connections, and lasting memories. More than a collection of outstanding amenities, Boca Grove is a community dedicated to enriching the lives of its members through personalized hospitality, continuous innovation, and an unwavering commitment to excellence.

Essential Position Duties and Responsibilities

Executive Office Administration

• Manage the General Manager/COO's calendar, appointments, meetings, and daily priorities.
• Serve as the primary point of contact for all communications directed to the General Manager/COO.
• Screen correspondence, telephone calls, emails, and visitors while prioritizing matters requiring executive attention.
• Prepare correspondence, reports, presentations, speeches, agendas, meeting notes, and executive documents.
• Maintain confidential files, contracts, executive records, and legal documentation.
• Coordinate follow-up on action items resulting from meetings and executive discussions.
• Assist with preparation of annual goals, strategic plans, business plans, and operating initiatives.

Board of Directors & Governance Support

• Coordinate all Board of Directors meetings, committee meetings, annual membership meetings, and executive sessions.
• Prepare professional Board books and electronic meeting packets.
• Compile agendas, reports, financial exhibits, presentations, and supporting documentation.
• Record, edit, and distribute meeting minutes.
• Track Board motions, directives, and follow-up assignments.
• Maintain Board policies, governance documents, resolutions, and historical records.
• Coordinate Board orientation materials and governance manuals.

Member Communications

Serve as the primary communications coordinator for the General Manager/COO utilizing brand-consistent communications including:

• Employee updates
• General Manager messages
• Emergency communications
• Member surveys
• Town Hall presentations
• Member correspondence on behalf of the General Manager

Ensure all communications reflect the Club's culture, values, and brand standards while maintaining exceptional accuracy and professionalism.

Member & Guest Relations

• Welcome members and guests visiting the executive office.
• Respond professionally to member inquiries and requests of the GM/COO.
• Coordinate member appointments with the General Manager.
• Assist with VIP visits and special events.
• Maintain the highest level of hospitality and professionalism.

Technology & Systems

Utilize and maintain proficiency with Club technology including:

• Microsoft Office Suite
• Club management software
• Member database systems
• Email marketing platforms
• Canva or Adobe Creative Suite
• PowerPoint presentation design
• Website content management systems
• Mobile app communication platforms
• Document management systems
• Electronic Board portal software
• Virtual meeting platforms

Qualifications

• Bachelor's degree is preferred in Business Administration, Communications, Hospitality Management, Marketing, or related field.
• Minimum three years of executive administrative experience supporting senior executives, preferably in a private club, hospitality, luxury service, or corporate environment.
• Exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with graphic design software including Canva or Adobe Creative Suite preferred.
• Strong organizational skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Excellent interpersonal skills with the ability to interact confidently with Board members, Club members, employees, and outside professionals.
• Ability to prioritize multiple projects in a fast-paced environment while consistently meeting deadlines.

The Benefits

Compensation: $25.00 per hour; 40 hour per week; Over time expected

Status: Full-Time Exempt

Schedule: Weekdays, must have availability to work weekends as necessitated and Holidays

Active Season: October - April annually, position will be year-round

In addition to the above, this position is equipped with the following benefits:

• Medical, Dental, & Vision insurance - the Club pays a large portion of Employee only coverage
• Paid Time Off
• Employee provided meals
• Golf Privileges (for the golf enthusiast)
• 401(k) with an employer match
• Paid Holidays
• Employee Assistant Program

At Boca Grove, we believe our people are our greatest asset. If you are seeking an opportunity where your creativity, professionalism, and commitment to excellence will be valued, we invite you to submit your application and join a team dedicated to creating extraordinary experiences for our members.