Seasonal Administrative Assistant
West Hills Country Club is seeking a Seasonal Administrative Assistant to support our Executive, Events, and Membership teams throughout our busy season, which runs through the end of November. They will play a key role in supporting with a wide range of administrative, clerical, and guest and member-facing tasks. This individual will helps ensure the smooth day-to-day operations of the Club’s front office, with duties ranging from document preparation and scheduling to guest coordination, member service, and hospitality support. The ideal candidate will be organized, polished, and able to multitask in a fast-paced, member- and event-driven environment.
Championship Golf and a World-Class Private Country Club
West Hills Country Club provides you with a unique golf experience, elegant facilities, and outstanding service – Located in Middletown, New York. One of the best golf course wedding venues in the Hudson Valley, West Hills wedding couples receive unmatched luxury without compromise. With delicious personalized menu options, West Hills is sure to be the first choice of those who demand the best on their wedding day.
JOB DESCRIPTION
Essential Job Functions:
Administrative Support
- Provide daily administrative assistance to the Club Manager, Events Manager, and Front of House team
- Maintain organized client/member files and internal documents (digital and hard copy)
- Prepare and format event and membership materials such as FOH Documents, Menu Cards, Q-Cards, Passing Tray Signs, Signature Cocktail Signs, and Station Signs
- Answer phones, respond to email inquiries, and schedule venue tours, member appointments, and internal meetings for management
- Demonstrate excellent phone etiquette when answering calls and attention to detail when taking messages, ensuring all interactions are professional and courteous
- Assemble and update sales and membership packages and support materials for use during client or prospective member appointments
- Coordinate internal calendars, meeting agendas, and communication for various departments
Client, Member & Guest Services
- Greet and assist guests, members, and prospective clients arriving for venue tours, member services, or meetings
- Respond to catering inquiries, whether received via phone, email, or in person, and ensure follow-up is timely and professional
- Provide refreshments and monitor comfort of clients or members using the Wedding Suite or member spaces prior to events
- Build rapport with clients and members, and represent the venue in a professional, welcoming manner
- Assist with special requests and resolve guest and member issues promptly and diplomatically
- Act as a point of contact for general member inquiries and assist with member communication, outreach, and satisfaction
Event & Operations Support
- Support set-up and execution of events in coordination with the Events Team
- Serve food and non-alcoholic beverages to guests or members prior to head server arrival, as needed
- Assist in event prep and ensure FOH presentation standards meet Club expectations
- Ensure compliance with food safety, alcohol service laws, and health code regulations
- Maintain the professional appearance and cleanliness of guest- and member-facing spaces and workstations
Additional duties may be assigned based on business needs.
Physical Requirements of the Administrative Assistant Position:
- Must be able to stand and exert well-paced mobility for up to 4 hours in length.
- Must be able to exert well-paced mobility in limited space.
- Must have the ability to bend, squat and lift up to 50 lbs., including, but not limited to, lifting trays of food or food items on a regular and continuing basis.
- Understand and respond to employee, guest, and member verbal requests and visual cues in a loud and extremely busy environment.
Requirements:
- A high school diploma is required. Associate or Bachelor’s degree preferred but may not be necessary with the right level of experience
- 1-2 years of administrative experience required, hospitality or private club experience strongly preferred
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent communication and interpersonal skills
- Ability to remain calm and professional in a fast-paced, guest-facing environment
- Detail-oriented and organized with strong time management abilities
- Must be 18 years of age or older
Salary Range:
- $18 to $21 per hour