Administrative Assistant - Member Activities in Key Largo, Florida at Ocean Reef Club

Part -Time Seasonal up to 25 hours a week - October 1 through May 1

SUMMARY STATEMENT

“The Behind-the-Scenes Support Ensuring Seamless Member Events”

The Member Events Administrative Assistant provides administrative and organizational support to the Member Events team. This role is responsible for maintaining accurate records, supporting communications, assisting with event logistics preparation, and ensuring all administrative processes related to Member Events are handled efficiently and professionally.

MAJOR RESPONSIBILITIES/DUTIES

• Maintain and update the Member Events calendar and scheduling systems
• Prepare, format, and distribute event documents, reports, and internal materials
• Maintain organized and accurate electronic and physical event files
• Assist with data entry and tracking within event management systems
• Assist with the preparation and deployment of event communications; call campaigns, mailings, etc.
• Respond to basic member inquiries and direct more complex requests to appropriate team members
• Support RSVP tracking, ticketing, and registration processes
• Assist in preparing materials for events (signage, registration lists, collateral, name badges, etc.)
• Coordinate basic logistics with vendors and internal departments as directed
• Support inventory tracking for event supplies and materials
• Assist in compiling post-event reports and summaries
• Support day-to-day office operations for the Member Events team
• Schedule meetings, prepare agendas, and take meeting notes as needed
• Assist with special projects and additional duties as assigned

QUALIFICATIONS

• High School diploma required; associate degree or coursework in business, hospitality, or related field preferred
• 0–1 year of administrative, hospitality, or office support experience preferred
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)

PERFORMANCE CRITERIA

• Maintains accurate, organized, and up-to-date event records, calendars, and databases, ensuring all information is reliable and accessible to the team.
• Provides timely and accurate administrative support, including preparation of event documents, reports, and supporting materials with a strong attention to detail.
• Supports communication efforts effectively, assisting with the preparation and distribution of event-related emails, mailings, and internal communications in a professional and timely manner.
• Responds to member inquiries promptly and professionally, ensuring a high level of service and appropriate escalation of requests when needed.
• Demonstrates strong organizational and multitasking skills, efficiently managing competing priorities and deadlines in a fast-paced environment.
• Accurately supports registration, RSVP tracking, and event data entry, ensuring consistency and integrity in all event-related systems.
• Assists in compiling basic event data and reporting, supporting the team with post-event documentation and summaries as required.
• Maintains a high level of professionalism, discretion, and confidentiality, particularly when handling member information and internal communications.
• Works collaboratively with the Member Events team, providing dependable support to Coordinators and Managers to ensure smooth event operations.
• Demonstrates reliability, responsiveness, and consistency in completing assigned tasks, contributing to the overall efficiency of the Member Events department.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Sample physical requirements might include:

• Must be able to carry up to 25 pounds
• Must be able to sit for long periods of time
• Must be able to stand for long periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those Associate encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Sample work conditions might be:

• Ability and desire to work flexible hours
• Professional working environment requires professional appearance, mature outlook and demeanor
• Ability to work weekends, holidays and scheduled evening member events.

CERTIFICATES AND LICENSES, REGISTRATIONS

No specific requirements.

Job descriptions are not intended and should not be constructed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, changes in workload, rush jobs or technological development) dictate.