Executive Administrator / Office Manager

We are Invited.

At Invited Clubs , work feels like play as you build relationships with your team and meet Members from all different backgrounds. Every time you step foot in your Club, you can create magic moments and enrich lives. We are passionate about bringing people together and bringing out the very best in life. So, join us and be a part of a fun, fast-paced, high-impact group of talented people where you belong.

Invited reflects our proud history of inclusiveness and captures our welcoming spirit. Our unprecedented collection of more than 200 golf and country, city, and stadium clubs share a common goal- building relationships and enriching lives. The time has come to build on our traditions and write new chapters. We welcome you to join us.

Invited. Where You Belong.

Job Summary

Title: Executive Assistant/Office Manager

Responsibilities for EA/OM

• Identify opportunities for process and office management improvements, and design and implement new systems
• Attend and take detailed minutes for weekly meetings.
• Manage office supplies and breakroom inventory and place orders as necessary
• Data entry, with focus on accounts payable.
• Plan in-house or off-site activities, such as parties, celebrations, and conferences.
• Perform general office duties including copying, scanning, filing, sorting, and delivering of mail and packages.
• Greet visitors and seat in designated meeting room.
• Answer phones and direct calls to appropriate parties or take messages when needed.
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Assist with office layout planning and office moves, and with partner with IT to ensure IT infrastructure for office space
• Develop office policies and procedures, and ensure they are implemented appropriately
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Manage and submit expense reports weekly
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Perform receptionist duties as necessary and train receptionist staff: greet visitors, and answer and direct phone calls
• Manage office budget
• Perform all normal administrative duties including coordinating and scheduling meeting arrangements, maintaining multiple calendars, composing correspondence, handling all mail functions, printing and copy needs, processing invoices, and compiling budget reports.
• Complete special projects as assigned.
• Schedule appointments and meetings, maintain calendar, handle routine matters without escalating to the executive(s).
• Create, update, and maintain departmental databases as needed (Microsoft Excel knowledge is required).
• Maintain filing systems, both manual and electronic; handle confidential files and reports with discretion.
• Arrange travel accommodations as needed.

Qualifications for Office Manager/Executive Administrator

• A team player who is flexible and can handle stressful situations
• Strong organizational skills, must be able to stay on top of key projects, project plan and be able to provide updates to Executives
• Additional experience in Microsoft Teams, Sharepoint, Oracle HCM is preferred
• 3-5 years of work experience in an administrative/office management role
• Ability to work quickly, communicate well on status and demonstrate flexibility
• Experience working with 3rd party vendors on general office administrative items
• Strong organizational and time management skills, and ability to priotitize
• Must have exceptional attention to detail
• Must be proficient with Microsoft Office (particularly Word/Excel)
• Someone who demonstrates a hospitality mindset
• Strong problem-solving skills and analytical abilities
• Bachelor's degree in business administration, communications, or a related field preferred
• Must be a self-starter and driven
• Can manage independently with minimal supervision
• Previous experience in supervision of hourly staff preferred.
• Demonstrates motivation, efficiency, and dedication to the Invited culture.
• Excellent verbal and written communication skills and strong interpersonal skills