Administrative & Executive Coordinator

The June•Jacksonville, FL

78d

About The Position

The June is seeking a sharp, detail-obsessed Administrative & Executive Coordinator to keep the club's day-to-day operations organized, documented, and running smoothly. This role is the operational backbone behind the General Manager and leadership team, building and maintaining the forms, spreadsheets, correspondence, and systems that keep the club's membership, operations, and administration functioning at a high level. The ideal candidate is highly organized, technically fluent, and comfortable managing a wide range of administrative responsibilities with discretion and polish. You'll be the person who turns a scattered request into a clean form, a messy spreadsheet into a usable tracker, and a full inbox into a manageable one, while keeping our membership and guest data current across PeopleVine and HubSpot.

Requirements

2+ years of experience in an administrative, executive support, or coordinator role, ideally within hospitality, private clubs, or a fast-paced service business.
Advanced proficiency in Microsoft Excel and/or Google Sheets (formulas, pivot tables, formatting).
Strong working knowledge of Microsoft Office / Google Workspace (Word, PowerPoint, Docs, Slides).
Experience with CRM and membership management platforms; direct experience with PeopleVine and/or HubSpot strongly preferred.
Excellent written communication skills, with a sharp eye for formatting and detail.
Ability to manage confidential information with discretion.

Nice To Haves

Experience supporting a executive, or senior leadership team directly.
Experience within a private club, luxury hospitality, or membership-based business.
Familiarity with basic bookkeeping, invoicing, or vendor management processes.

Responsibilities

Create, format, and maintain forms, checklists, and internal documents for use across departments (membership, operations, F&B, HR).
Build and maintain Excel/Google Sheets trackers, budgets, and reports, comfortable with formulas, pivot tables, and clean formatting.
Draft, proofread, and format correspondence, memos, proposals, and presentations on behalf of the General Manager and leadership team.
Maintain templates and version control so documents stay consistent and easy to find.
Own day-to-day data entry and upkeep in PeopleVine, ensuring member records, applications, and statuses are accurate and current.
Manage and update HubSpot, including contact records, lists, pipelines, and campaign tracking, in coordination with Membership and Marketing.
Flag data discrepancies, duplicate records, and workflow gaps, and help implement fixes.
Support integration and hand-off of information between PeopleVine, HubSpot, and other internal systems.
Prepare agendas, take meeting notes, and track follow-up action items.
Handle correspondence and act as a first point of contact for select internal and external inquiries.
Coordinate travel, vendor paperwork, invoicing, and other day-to-day administrative needs.
Support onboarding paperwork and communications for new members and new hires.
Assist with event-related administrative tasks, RSVP tracking, guest lists, and follow-up communications.
Maintain organized digital and physical filing systems for contracts, licenses, and club records.
Provide general administrative support to department heads as needed.