Vestavia Country Club
  • 01-Feb-2020 to 01-Apr-2020 (MST)
  • Administration
  • Birmingham, AL, USA
  • Full Time

Vestavia Country Club provides a full benefits package including health care, 401k, etc after appropriate waiting periods.

At Vestavia, we are truly dedicated to transforming the lives of every individual. We do this by being leaders in our areas and contributing to each other in order to create the most beneficial existence possible.

We take pride in our employees as well as our facilities and services we provide. Vestavia Country Club's team members are our most important resource in our commitment to providing great service with a smile to our members. We are ONE TEAM, ONE CLUB individual contributors working together seamlessly to achieve our vision of being THE leader in club experience.

Summary:  The Administrative Assistant provides support to the General Manager/ COO, acting with little supervision, anticipating needs while managing the day today workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The Administrative Assistant will perform, coordinate and oversee administrative duties while providing an extensive level of support.  As the manager of the Front Desk and Receptionist team, the Administrative Assistant is responsible for ensuring high levels of member and guest services at the front door, via the telephone, and other forms of communications. 

Job Knowledge, Core Competencies and Expectations:

  • Anticipate needs and wants of the GM/ COO, Department Heads, and Members by being prepared and organized while acting with a sense of urgency.
  • Must demonstrate appropriate planning and analytical skills, attention to detail, organizational and project management skills.
  • Must have professional interpersonal skills as well as excellent ability to communicate orally and in writing.
  • Full comprehension of office management systems and procedures including excellent knowledge of MS Office, Current Applications, websites, and Social Media.
  • Excellent planning, scheduling, and time management skills.
  • Supervisory and leadership skills that achieve the tasks of the department.
  • Ability to multitask and prioritize daily, weekly, and yearly workload.
  • Have discretion and hold a high level of confidentiality.
  • Provide high level of personal access to staff and members.
  • Maintains regular, onsite office hours and during evening/weekends as needed.

Job Tasks/Duties

  • Responsible for all administrative duties pertaining to the Governance calendars, schedules, agendas, minutes, rosters, attendance, documents, Bylaws, and beyond. Takes minutes and distributes them in a timely fashion.
  • Responsible for the planning, scheduling, and execution of the nominating and voting process.
  • Provides support for the Board of Directors and Committees.
  • Performs administrative tasks for the COO/General Manager including scheduling, document preparation and proofing, etc.
  • Responsible for the club's monthly Newsletter, Weekly departmental emails, club website, various club Apps, and other correspondence.
  • Manages and supervises the Front Desk and Receptionist staff including schedules, reservations, club signage, daily/weekly tasks, etc. Answers the telephone; acts as a receptionist when necessary and assists with members' inquiries.
  • Receives and screens visitors.
  • Prepares and sends club mailings digital and mailed.
  • Assists in computer-design tasks related to menus, invitations, announcements, signs and other materials.
  • Purchases and inventories office supplies and forms; monitors office equipment-maintenance contracts.
  • Maintains the office area to keep it neat and tidy.
  • Provides assistance and training as needed to other managers relative to e-mail, Internet and general computer applications.
  • Performs other duties as assigned by the General Manager.


  • Must be willing to sit and/or work for prolonged periods at a desk and on a computer. 
  • Must be willing to push, pull or lift up to 25 pounds.
  • Must be available for work requirements on evenings, weekends, and holidays.


Vestavia Country Club
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