Executive Office Coordinator Jobs. PGA WEST Private Clubhouse is offering job opportunities for individuals with diverse skill sets and backgrounds. PGA WEST Private Clubhouse is known for its dynamic work culture, competitive salaries, and sufficient oppportunities for growth. If you’re seeking for a new job or to switch your career, you might want to review PGA WEST Private Clubhouse as your next step.
POSITION SUMMARY
The Executive Office Coordinator will provide high-level administrative support to the Executive Director and Executive Team. This position will interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Committee and Team Leaders. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion. This role will coordinate and manage executive scheduling, prepare, and organize strategic materials and plans, and support meetings with the preparation of materials and information. This role serves as the eyes and ears for the Executive Director, connecting people, projects, and critical business information to the Executive Director.
EXPERIENCE, EDUCATION AND SKILLS REQUIRED
- Four or more years of experience in an administrative role reporting directly to upper management.
- Degree in business administration, or industry-related area preferred.
- Excellent written and verbal communication skills
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
- Proficiency with office productivity tools and an aptitude for learning new software and systems.
- Flexible team player, willing to adapt to changes and unafraid of challenges.
ESSENTIAL RESPONSIBILITIES
- Calendar and Schedule Management:
- Manage and maintain the executive calendar, including scheduling and prioritizing appointments, meetings, and events.
- Coordinate logistics for meetings, such as booking venues, arranging travel, preparing meeting materials, and ensuring timely attendance.
- Act as property contact and host for visiting guests and Home Office Team Members.
- Communication and Correspondence:
- Act as a primary point of contact for the executive, screening and prioritizing incoming communications (e.g., emails, phone calls, mail) and responding on their behalf when appropriate.
- Draft and proof professional correspondence, reports, presentations, and other documents as required.
- Represent and attend meetings on behalf of the Executive Director when he is unavailable to do so while efficiently communicating their perspective, decisions, and instructions.
- Information Management and Document Control:
- Organize, maintain, and file electronic files, emails, and physical documents, ensuring easy access to information and confidentiality of sensitive documents.
- Conduct research, compile data, and prepare reports or summaries to support the executive’s decision-making process.
- Organizing, reconciling, and submitting the Executive Directors Business American Express Card statement each month.
- Confidentiality and Discretion:
- Handle confidential and sensitive information with utmost discretion and maintain a high level of professionalism and confidentiality in all interactions.
PHYSICAL AND MENTAL DEMANDS
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
TYPICAL WORKING CONDITIONS
Inside primarily, some heat and cold exposure
SPECIAL EQUIPMENT
N/A
