OVERVIEW: The job is responsible for the day-to-day leadership and administration of the Executive Office, ensuring efficient executive support, Board governance coordination, office operations, and supervision of the Executive Office administrative team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Office Operations
• Manage the daily operations of the Executive Office.
• Coordinate executive calendars, meetings, correspondence, and office workflow.
• Assist the Chief of Staff with Board of Governors, Executive Committee, and committee meeting preparation and logistics.
• Review executive correspondence, presentations, reports, and confidential documents for accuracy.
• Maintain Executive Office procedures, filing systems, and records.
• Coordinate executive events, Board functions, and special projects.
• Maintain strict confidentiality and uphold Boca West's PROMISE culture.

Leadership & Support
• Supervise the Executive Office Administrator, Executive Secretary, and Receptionist and assist with daily departmental operations, as needed.
• Serve as liaison between the Executive Office and Department Heads
• Provide guidance, training, and day-to-day support to Administration staff, promoting accuracy and consistency.
• Assist with prioritizing workload and maintaining department productivity during high-volume periods or supervisor absences.
• Review work completed by Administration staff for accuracy and compliance with Club's policies.
• Build and maintain positive relationships with Members and internal departments.

Process Improvement & Systems
• Identify opportunities to improve and enhance Executive Office workflows, efficiency, and internal controls.
• Assist with the implementation, optimization, and ongoing administration of Microsoft Office Suite and Board platforms such as BoardEffect.
• Develop and maintain standard operating procedures for Administration processes.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.
• Exceptional leadership, organization, and communication skills.
• Maintains confidentiality and exercises sound judgment.
• Demonstrates professionalism, integrity, and accountability.
• Builds positive relationships with members, Board members, employees, and guests.
• Maintains a high level of accuracy and thoroughness while demonstrating exceptional attention to detail.
• Responds to requests for service and/or assistance.
• Contributes to building a positive team spirit.
• Treats Members and Staff with respect.
• Follows policies and procedures.
• Supports Club's goals and values.
• Works effectively in an executive setting and adapts to changes in the work environment.
• Is consistently at work and on time.
• Follows instructions, responds to management direction.
• Completes work in timely manner and offers assistance when needed.
• Observes safety and security procedures and reports potentially unsafe conditions.
• Uses equipment and materials appropriately.

EDUCATION, EXPERIENCE, and TRAINING:
• Associate's degree required; Bachelor's degree preferred.
• Minimum 5 years of executive administration and management experience.
• Previous supervisory experience required.
• Private club or hospitality experience preferred.
• Advanced Microsoft Office Suit skills.
• Experience with Board platforms such as BoardEffect.
• Excellent organizational skills, attention to detail, and accuracy.
• Strong leadership abilities, with the capacity to mentor and develop staff.
• Effective communication skills for interaction with Members, staff, management and vendors
• Ability to handle sensitive and confidential information with integrity.

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Sedentary work involving prolonged periods at a desk and computer.
• Ability to lift or carry light office supplies or documents as needed.
• Occasional movement around the office or club premises during meetings or system troubleshooting.

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Primarily office-based within a luxury private club environment.
• Collaborative setting requiring professionalism, discretion, and attention to detail.
• Fast-paced environment with tight deadlines.