Executive Administrative Assistant

Omni Hotels & Spas•Austin, TX

3d•Onsite

About The Position

Omni Hotels & Resorts is seeking an Executive Administrative Assistant for the beautiful Barton Creek Country Club! This role is responsible for providing comprehensive administrative support to the Executive Office, primarily assisting the Club General Manager and Director of Membership. This role also supports the Executive Operating Committee and handles a variety of confidential, operational, and member-facing tasks to ensure smooth daily operations.

Requirements

Minimum one year of administrative experience required.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, OneNote).

Nice To Haves

Experience in a club or membership-based environment is a plus.
Familiarity with Delphi, Synergy, BirchStreet, Concur, Opera, and TSW preferred.
Skilled in gift wrapping and presentation.
Experience decorating for holidays or special events.
Ability to write in calligraphy or create attractive hand-lettering.
Certified Notary Public.

Responsibilities

Provide administrative support to the Club General Manager and Director of Membership.
Perform a wide range of administrative duties, including: Preparing and distributing daily, weekly, and monthly reports. Drafting and distributing operational correspondence. Managing confidential information and documents. Distributing mail and processing daily check deposits for accounts receivable.
Obtain required signatures for internal and external documentation, such as: Check requests, expense reports, Personnel Information Forms (PIFs), Project Expenditure Approval forms (PEAs), performance evaluations, and other sensitive documents.
Manage calendars and schedules for Club leadership, ensuring timely communication of appointments and messages.
Support day-to-day member relations and handle all member-related communications, including: Club BEO distribution, Daily Reports, Synergy entries and reports, and internal alerts.
Maintain organized member files, ensuring they include contracts, correspondence, emails, folios, gift certificates, and other relevant documentation.
Maintain and track the Gift Certificate Log (value, purpose, issue date, redemption date).
Coordinate travel and event arrangements for Club leadership, including: Transportation, reservations, golf, amenities, and on-site meetings.
Assist with and attend member events and activities, including managing reservations and name tag tables.
Maintain Club and Membership licenses, permits, contracts, and insurance certificates.
Assist Membership Accounting with billing inquiries and statement processing.
Prepare and process PCard expense reports for the General Manager and Director of Membership.
Create purchase orders (POs) and Business Authorization Entries (BAEs) in BirchStreet as requested.
Record, transcribe, and distribute minutes from meetings (e.g., Board of Governors).
Manage Nextel communications for all managers and supervisors, including ordering, coding, and billing.
Actively participate in associate events and club/resort committee activities.
Perform other duties as assigned by management.