What we offer:

• Free daily meal and salad bar
• Benefits including: Medical, Dental, Vision, 401K (based on employment status)
• Paid vacation, sick, and holiday time
• Dining discounts for employees (and up to 6 guests) at the Marine Room, The Shores Restaurant, and our Club Dining!
• Property retail shop and hotel discounts
• $500 referral bonus for referring new employees to The La Jolla Beach & Tennis Club

What we ask:

• Consistently provide professional, attentive, and genuinely friendly service
• Promote and follow LJBTC, Inc's Signature Service standards and requirements to ensure a lasting impression of exemplary service resulting in satisfied and loyal members and guests

Hourly Rate

$30.00

Summary

Serves as point of contact and acts as representative for the Managing Director and President both internally and externally. Performs project management work as well as administrative and organizational operational support. Ability to process sensitive and complex material, analyze and distill information into a presentable and logical format. Schedules appointments, gives information to callers and otherwise relieves officials of clerical work and administrative and business details. Promotes and follows LJBTC, Inc.’s Signature Service standards and requirements ensuring a lasting impression of exemplary service resulting in supremely satisfied and loyal members and guests. Serve as a key liaison, providing support and reporting to several high-level executives.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Schedule: Office Hours Monday to Friday 9am to 5pm

Pay Range: $30 - $33/hr.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greets visitors, ascertains nature of business and directs visitors to employer or appropriate person.
• Schedules appointments and arranges reservations for Managing Director, President, Executive Committee and Board of Directors.
• Assists with arrangements for quarterly Manager outings, and Exec Committee special events and holiday outings.
• Collaborates with other key staff on holiday events for hourly employees, Managers, and Exec Committee.
• Attends bi-weekly Staff meetings and records minutes of the meeting.
• Prepares and copies necessary information for board meetings at the request of the Managing Director and President.
• Prepares templates and edits slide presentations for board meetings.
• Promptly responds to and fulfills owner, member, guest and customer special requests.
• Assists with Owner distributions, transfers, and answers Owners inquiries.
• Assists with preparations for annual Shareholder meetings, including slide presentations and communications to Shareholders.
• Processes and submits invoices on Birchstreet on an as-needed basis. Works closely with Accounting department to ensure timely payment of invoices.
• Processes and submits expense reports for Managing Director.
• Maintains appropriate levels of supplies for the Admin office.
• Communicates with housekeeping and engineering departments on a regular basis for any office needs.
• Orders supplies and goods at the request of the Managing Director.
• Keeps Managing Director’s calendar current.
• Keeps Managing Director informed of company issues requiring his or her direct attention.
• Appropriately handles confidential and sensitive information.
• Greets visitors, ascertains nature of business, and directs visitors.
• Follows a code of behavior appropriate to the office of the company president. Models professionalism, confidentiality, courtesy and tact at all times.
• Always wears appropriate office attire and follows the company’s standards of appearance and grooming policy.
• Compiles and types statistical reports.
• Prepares and copies necessary information for board meetings
• Public Notary Certification is a plus, not required
• Routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Composes and types routine correspondence.
• Files correspondence and other records.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail, including packages.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Other duties may be assigned.

OUTCOME

Enables President’s Office to perform its job more efficiently by completing routine office tasks, answering inquiries, screening calls, and organizing schedules.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B. A.) from four‑year college or university; a minimum of five years related experience and/or training; or equivalent combination of education and experience. Minimum of 5 years of hospitality and club operations experience, including reporting to multiple high-level executives.

Public Notary Certification is a plus but not required.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information in English and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to exercise independent judgement and decision making.

OTHER SKILLS and ABILITIES

Must be proficient with Windows, Microsoft Office (including Word, Excel, Access and Outlook), Adobe PhotoShop or equivalent programs, and know how to use and create messages in our telephone voice mail system. Must type a minimum 60 WPM.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must constantly lift and/or move up to 10 pounds and must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORKING CONDITIONS

ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low to moderate.

Employees are required to perform all tasks as safely as possible and to adhere to the applicable safety procedures.

The La Jolla Beach & Tennis Club is committed to ensuring a safe work environment for all employees. In compliance with federal “Right to Know” requirements, the company freely discloses this information so that all employees are informed about potential hazards in the work place. We encourage all employees to immediately report any known or potentially dangerous hazards to management.

INTERACTION

Interacts frequently, often daily, with employees at all levels including the President, Board Members, General Manager, Executive Committee, and Department Managers. Also interacts frequently with prospective employees, prospective members, delivery people, mail delivery services, club members, hotel guests, owners, other tennis organizations, tournament entrants and community organizations.

SCHEDULING

This company operates seven days a week, 24 hours a day. At times it may be necessary to move you from your accustomed schedule as task assignments demand. In addition, it should be understood that business needs determine the number of hours that you work.

My signature below indicates I have read and fully understand the above Job Description and will abide by all its requirements. I understand that violation of any of the stated responsibilities and duties is ground for disciplinary action up to and including termination.

LJBTC INC. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.