Administrative Assistant Jobs

Administrative Assistant

Established in 1958, The Birchwood Club is one of the longest-standing premier clubs on Chicago’s North Shore. Situated on 12 acres of beautifully landscaped property is a comfortable, relaxing getaway in the heart of Highland Park. The Birchwood Club offers the area’s finest racquet sport programming, swimming, and exceptional dining and social events.

Job Summary

The Administrative Assistant will provide excellent service to guests and members, assist department managers and the general manager with administrative tasks, and manage communications. They will be expected to be professional, detail-oriented, and possess strong computer and communication skills.

Reports to: General Manager

Supervise: Receptionist

Responsibilities

Responsible for greeting visitors, answering and directing incoming calls, composing and blasting emergency announcements, updating marketing flyers on monitor/screens (adding image flyers to USB), and acting as an intermediary for IT and phone support to provide prompt and courteous service to members and guests.

General Manager Support

●Providing administrative support including typing, proofreading, and purchasing as needed.

●Monthly Board Meeting: calendar invitations, email reminders, board packet preparation and distribution, and other related tasks

Controller Support

●Assist with member billing and issues/questions

●Assist with Accounts Receivable data entry

●Assist with Accounts Payable data entry, as needed

●Assist with club hiring and onboarding process

●Local errands when needed (bank, post office, etc.)

Food and Beverage/Catering Operations Support

●Ordering office and general club supplies

●Create and print menus, buffet cards, place cards, signs for tables

●Take Dining and Club event reservations

●Update website and POS modules with dining information and event registration modules on website

●Update POS with menu items and specials

●Event billing

●Enter staff schedules into payroll application

Racquet Operations Support

●Billing (balls, Gatorade, guest fees and water)

●Update tennis event registration module, reservations, etc.

Qualifications

●Private Club working experience is preferred

●High school diploma or equivalent required; bachelor's degree in business or hospitality preferred

●Prior administrative experience and knowledge of office procedures required

●Strong communication skills, both written and verbal

●Proficiency in computer applications, including Microsoft Office Suite and Google Suite

●Ability to multitask, prioritize tasks, and work well under pressure

●Maintains a high level of confidentiality and discretion in handling sensitive information

Compensation and Benefits:

Compensation (hourly rate) is commensurate with experience

Comprehensive benefits package, including: medical, dental, vision, retirement savings plan, HSA and life insurance

PTO

Complimentary meal daily

Interested and qualified applicants should submit their resume in confidence to:

Ivan Cipak, General Manager

[email protected]