Executive Assistant

BLACKHAWK COUNTRY CLUB•Danville, CA

7d•$30 - $35•Onsite

About The Position

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, organizational, project management, and communication support to the COO and Executive Leadership Team at Blackhawk Country Club. The role helps organize Club priorities, move projects forward, maintain information flow, and keep leadership commitments on track. It coordinates administrative processes, prepares meeting materials and follow-up, maintains project plans and action-item trackers, and assists with clear, timely communications to members and employees. The Executive Assistant works across departments and requires sound judgment, discretion, strong writing skills, and the ability to anticipate needs, solve problems, and manage competing priorities in a busy private-club environment. The position is a trusted partner to the COO and a resource to the broader leadership team, while maintaining appropriate confidentiality and professional boundaries.

Requirements

Associate’s or bachelor’s degree in business administration, communications, hospitality, project management, or a related field preferred; equivalent experience may be considered.
At least 3 years of experience in executive or administrative support, project coordination, operations, communications, or a related role; senior-leader support preferred.
Exceptional organization, attention to detail, follow-through, and ability to manage multiple deadlines and shifting priorities.
Strong written and verbal communication skills, including drafting, proofreading, and editing professional communications.
Demonstrated project coordination skills, including tracking tasks, owners, milestones, timelines, and risks across departments.
Proficiency with Microsoft Office, especially Outlook, Word, Excel, and PowerPoint, and comfort learning new systems.
Ability to prepare polished documents, presentations, meeting materials, trackers, and summaries from varied source information.
Sound judgment and discretion with sensitive employee, member, financial, and governance matters.
Professional, service-oriented demeanor and ability to work effectively with executives, department leaders, employees, members, and outside contacts.
Self-starter who anticipates needs, solves problems, and completes work with minimal supervision.
Ability to follow up diplomatically and hold project owners accountable for agreed-upon next steps without overstepping role boundaries.
Availability to support occasional evening meetings, special events, or leadership activities as required.

Nice To Haves

Senior-leader support experience.
Private country club, hospitality, nonprofit, or membership-based organization experience.
Associate’s or bachelor’s degree in business administration, communications, hospitality, project management, or a related field.

Responsibilities

Maintain project plans, timelines, milestone trackers, and status updates for Club-wide projects and strategic priorities; follow up with project owners on deadlines, risks, decisions, and next steps.
Coordinate cross-departmental initiatives, special projects, capital projects, and operational improvements; prepare concise updates and flag items requiring leadership attention.
Coordinate Executive Leadership Team meetings, agendas, calendars, materials, minutes or decision summaries, and action-item tracking; follow up on commitments and deadlines.
Organize leadership retreats, planning sessions, presentations, and other meetings, and maintain records of key decisions and supporting documents.
Manage scheduling, appointments, meeting logistics, correspondence, document preparation, and other administrative needs for the COO and General Manager.
Prepare reports, presentations, spreadsheets, briefing materials, and follow-up communications.
Assist with drafting, editing, formatting, and coordinating member emails, newsletters, announcements, surveys, event updates, and other Club communications.
Help ensure communications are accurate, timely, consistent with the Club’s voice, and coordinated with relevant departments; track deadlines and route drafts for review and approval.
Assist with Board and committee meeting logistics, agendas, materials, minutes or action summaries, annual meeting preparation, governance calendars, and follow-up items.
Compile department updates for dashboards, operating reviews, budget discussions, strategic planning, and leadership presentations.
Maintain trackers, calendars, templates, and shared documents; check materials for completeness, consistency, accuracy, and professional presentation.
Coordinate between the COO, department leaders, and staff on assigned projects and administrative matters; schedule working sessions, document decisions, clarify owners and due dates, and help resolve coordination gaps.
Interact professionally with employees, members, vendors, and other Club contacts.
Assist with planning and logistics for leadership events, member meetings, Club-wide initiatives, staff events, and special projects, including timelines, invitations, materials, room arrangements, vendors, and follow-up.
Identify opportunities to improve administrative processes, project tracking, meeting effectiveness, and communication workflows; anticipate needs, identify gaps early, recommend practical solutions, and communicate proactively when priorities or timelines change.
Handle sensitive business, financial, personnel, member, and governance information with discretion; use sound judgment when managing access to information and determining when matters should be elevated.
Perform other duties and special projects as assigned in support of the COO, Executive Leadership Team, and overall Club operations.