Membership Secretary/Director

Paradise Valley Country Club • Paradise Valley, AZ

1h

About The Position

The Membership Secretary / Director serves as the trusted steward of Paradise Valley Country Club’s membership processes, records, and confidential communications. This role is responsible for administering all aspects of the membership lifecycle while maintaining the highest level of discretion and professionalism. All membership-related information is strictly confidential.
In addition to managing membership administration, this position provides executive-level administrative support to the General Manager and Board of Directors and contributes to the smooth operation of Club governance and communications. Furthermore, this position assumes management of all front desk related activities and team members at the Club.

Requirements

• Bachelor’s degree in a related field preferred.
• Previous experience in a private country club or hospitality environment strongly preferred.
• Must be, or become upon hire, a Licensed Notary Public.
• Exceptional verbal and written communication skills.
• High level of discretion, professionalism, and integrity.
• Strong organizational and time-management skills with the ability to multitask.
• Proficiency in Microsoft Word, Excel, and Publisher.
• Familiarity with Club Essentials or similar club management software preferred.
• Experience using office and mailing equipment.

Responsibilities

• Greet and assist Members and guests in a professional, welcoming, and service-oriented manner that reflects the Club’s high standards.
• Respond promptly, accurately, and courteously to Member inquiries regarding membership policies, procedures, and status.
• Uphold the Club’s standards of hospitality, discretion, and professionalism in all interactions.
• Distribute, log, and track Confidential Proposee Profile packets and all required sponsor, cosponsor, and reference documentation.
• Create and maintain permanent, confidential membership files for each Proposee.
• Issue confidential correspondence to designated References and track receipt of responses.
• Maintain ongoing communication with Sponsors and Cosponsors regarding requirements and proposal status.
• Record receipt of all Reference letters and forms.
• Initiate posting of Proposee names to the general Membership in accordance with Club policy.
• Notify the Membership Chairman upon completion of proposal materials for review and initial approval.
• Ensure Proposees and Members changing classifications are posted for two consecutive months.
• Confirm Proposees have met and are acquainted with a minimum of three (3) current Board Members prior to Board consideration.
• Collect and securely file Membership comments and share relevant information with the Membership Chairman.
• Prepare membership booklets, candidate histories, and materials for Membership Committee and Board review.
• Prepare Membership Committee meeting agendas and Board ballot documentation.
• Prepare and submit monthly postings of new proposals and candidates coming before the Board.
• Coordinate all membership processes in close partnership with the Membership Chairman.
• Maintain strict security of all membership files in locked and restricted-access storage.
• Maintain and update the Membership policy and procedures manual.
• Manage waiting lists, Member progression between classifications, resignations, and status changes.
• Maintain permanent active membership files and certificate books.
• Prepare and distribute membership-related correspondence on behalf of Club leadership.
• Communicate membership classification changes to the Accounting Department.
• Maintain accurate membership records and update information for annual roster publication.
• Follow up on equity payments for resigned Members and issue membership certificates as required.
• Report membership changes to appropriate Club leadership and staff.
• Perform general administrative duties including typing, copying, scanning, and correspondence.
• Provide front receptionist coverage and manage incoming calls as needed.
• Coordinate preparation of Annual Meeting materials and ballots.
• Update membership demographic information in the Club Essentials point-of-sale system.
• Prepare custom reports from the membership database upon request.
• Serve as the Club’s Notary Public and provide notary services to Members and staff.

Benefits

• Competitive market salary
• Performance Based Bonus
• Employer Sponsored Medical, Dental, Vision (Blue Cross Blue Shiels, Delta Dental, and Delta Dental, respectively)
• 401k with an employer match (Fidelity) – Fully Vested after eligibility requirements are met
• Short-Term and Long-Term Disability
• Scholarship Fund Participation

What This Job Offers

• Job Type: Full-time
• Career Level: Director