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

The Executive Administrative Assistant 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.

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Hourly Pay Range: $30 - $33

• Process sensitive and complex material, analyze and distill information into a presentable and logical format.

• 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.

• Must constantly lift and/or move up to 10 pounds and must occasionally lift and/or move up to 25 pounds.

• 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

• Bachelor's degree (B. A.) from four‑year college or university

• 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.

• 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.

• 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.

• 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.

SCHEDULING

• Monday to Friday

• 9: 00 am to 5: 00 pm

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.