General Description:
Positive, upbeat, organized, detail-oriented, professional to support the governance of a large, exclusive, private country club. This position plays a critical role in ensuring effective communication and collaboration between several executive committees, members, and departments. Acting as a bridge, the coordinator is responsible for sharing essential updates, gathering feedback, and coordinating actions to align with committee and department objectives. This role includes organizing meetings, managing agendas, creating presentations, tracking follow-ups and ensuring actionable items are completed. The coordinator will also provide administrative support to other departments, participate in staff celebratory events, and engagement initiatives. By providing this support, the coordinator will help streamline committee and interdepartmental efforts, while fostering a cohesive approach to achieving shared goals.
Essential Functions:
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Handle sensitive information and always maintain the highest level of confidentiality.
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Act as a staff liaison to a designated Membership Committee.
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Prepare and distribute monthly reports for committee review.
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File and organize incoming membership applications, letters of support, and track membership changes.
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Assist and answer all membership related questions from the general membership (i.e., how to sponsor an applicant, classifications of membership, resignations, and membership class transfers.
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Interact with the Board of Governors, committees, members, and staff for activities and on a weekly basis to create, organize, assemble, and distribute materials and information.
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Responsible for creating presentations, distributing materials, managing attendee lists, and room set-up requirements of meetings for members and staff.
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Develop and coordinate rosters, monthly meeting schedules, and special events for the Board of Governors and standing committees.
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Follow-up with members, prospective members, and staff by email, phone, and mail with any requested information.
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Work together with Department Heads to proactively coordinate and prepare for committee meetings in advance.
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Manage and coordinate tenant relations for club-owned residences, including overseeing lease agreements, addressing tenant inquiries, and ensuring compliance with club policies. Collaborate with maintenance and facilities teams to ensure timely upkeep of properties and a positive living experience for tenants.
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Collaborate with the Human Resources Team to create and deliver communications in various outlets such as the breakroom TV’s, weekly, monthly, and quarterly media.
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Compose formal letters, emails, and memos for members and staff.
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Follow-up on all inquiries, phone calls, emails, and correspondence with the utmost professionalism, timeliness, and care.
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Prepare materials for all key member orientation programs.
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Maintain supply inventory for administrative offices, includes soliciting requests, placing orders, and distributing supplies while staying within budget.
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Support and participate in staff engagement initiatives to enhance the team experience and uphold the Club’s traditional culture.
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Provide support for the team as needed; keep the office space neat and clean.
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Perform other duties and assist with other projects as assigned.
Requirements
Key Competencies:
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Experience in supporting at an executive level with administrative experience preferred.
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Strong written and verbal communication skills with advanced grammar skills.
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Professional presence, positive attitude, and ability to work well with fellow team members.
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Attention to detail and an understanding of timeline commitments.
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Strong follow-up skills: ability to see projects through to the end and anticipate deadlines.
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Excellent organizational skills.
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Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook), as well as Adobe Acrobat.
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Ability to multi-task on concurrent projects; must be able to manage time proficiently.
Qualifications:
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Positive, upbeat, friendly person who enjoys providing five-star customer service.
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Demonstrated project management skills, with the ability to lead multiple projects and to plan, prioritize, and make decisions autonomously.
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Must be a team player who can develop strong and positive working relationships with all members and team members.
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Must have a take-charge attitude and be a self-starter.
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Must possess exceptional organizational, communication, and time-management skills.
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Must be detail-oriented and able to handle/prioritize multiple projects.
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Must be reliable and work well with high volumes under tight deadlines.
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Experience working with Boards/committees and/or hospitality preferred.
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Must be extremely trustworthy and have strong written and verbal communications skills.
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Must have a desire to learn and grow with the position and the company in the future.
Education/Experience:
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Bachelor's degree preferred or equivalent combination of education and experience.
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Three (3) or more years’ experience working with top level executives
Benefits:
Our team members are a friendly group of professionals! We enjoy a beautiful working environment, free meals, staff outings & events, and much more. We also offer an assortment of medical benefits & perks for eligible team members including paid time off, paid parental leave, free long-term disability insurance, free group life and accidental death & dismemberment insurance, 401(k) match and health savings account contributions from the Club. We have a positive work environment with a dedicated, hardworking, and fun-spirited team and polite and respectful leadership.
Pre-Employment:
All candidates will be required to successfully complete a pre-employment background check and drug screen.
Founded in 1910, Charlotte Country Club is located four miles east of uptown Charlotte, in the historic Plaza-Midwood neighborhood. Charlotte Country Club is known as a top private club in the US and was also recognized as a Top 50 Platinum Club of the World by the Club Leaders Forum.
At the heart of Charlotte Country Club lies a commitment to exceptional hospitality and service. Our team is comprised of dedicated professionals who share a passion for delivering unforgettable experiences to our members, guests, and team members. Whether indulging in fine dining, hosting memorable events, or simply enjoying the company of fellow members, Charlotte Country Club offers a haven of sophistication and relaxation.
