Executive Assistant

Clubessential Holdings provides software as a service with integrated payment solutions to private clubs, public golf courses, health & fitness clubs, spas, military organizations, municipalities, and camp organizations.

Serving three primary end-markets – Golf & Club, Fitness & Leisure, and Parks & Recreation – through nine leading brands – Clubessential, ClubReady, Exerp, foreUP, Innovatise, TAC, Vermont Systems, RecDesk, and CampBrain – the company offers a variety of forward-thinking technology and services which help more than 20,000 customers attract, engage, and retain over fifty million club members and community patrons – for life.

We are actively seeking candidates to fill an Executive Assistance position.  The Executive Assistant will coordinate office activities and operations while providing administrative support to the Chief Executive Officer (CEO).

Responsibilities include:

Administrative Support

• Manage and prioritize complex calendars for the CEO, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, phone calls, and emails on behalf of the CEO, ensuring prompt responses and appropriate delegation.
• Prepare agendas, materials, and notes for executive meetings; follow up on action items post-meeting.
• Draft and edit presentations, reports, and other executive-level documents.

Communication & Coordination

• Act as a liaison between the executives and internal departments, as well as external partners, stakeholders, and clients.
• Facilitate communication between the CEO and key stakeholders, ensuring timely flow of information and addressing any urgent matters.
• Coordinate and manage high-level relationships on behalf of the executives.

Project Management

• Assist in the planning and execution of key projects or strategic initiatives, ensuring deadlines are met and resources are appropriately allocated.
• Track progress and keep the executives informed of critical updates or issues related to ongoing projects.
• Support research and data analysis tasks related to new initiatives, partnerships, or operational improvements.

Travel & Event Management

• Organize domestic and international travel for the CEO, including flights, hotels, ground transportation, and itineraries. Plan, coordinate, and execute company-wide events, executive offsites, board meetings and client events.
• Ensure smooth logistics for all events and correspondence with vendors, hotels, caterers, etc.
• Be on-site for assigned company-wide meetings, travel required, to handle coordination and communication with team members and vendors.
• Complete and submit business expense reports on behalf of the CEO.

Confidentiality & Discretion

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain security of sensitive executive documents, including financial, legal, and strategic materials.

Operational Efficiency

• Proactively identify and implement improvements in office and executive workflows.
• Assist in expense tracking, budget management, and preparation of financial reports as needed.
• Ensure the CEO are adequately prepared for meetings and engagements by providing briefing materials, talking points, and background research.

Miscellaneous Tasks

• Assist with ad-hoc tasks and special projects that align with the priorities of the CEO.
• Handle crisis management by prioritizing urgent tasks and finding solutions for immediate concerns.
• This role is critical in ensuring the CEO are supported in all aspects of their business operations, allowing them to focus on high-level strategic tasks.

Experience needed for the role:

• Strong organizational and time-management skills, with an ability to multitask and prioritize effectively.
• Strong attention to detail.
• Excellent executive presence with proven strong verbal and written communication skills and experience
• High proficiency in office productivity software (e.g., Microsoft Office, Excel, and Adobe Creative Cloud).
• Proficient calendar management skills with the ability to proactively forecast calendars and anticipate needs/possible conflicts.
• Problem-solving and project management skills.
• Ability to work independently and under pressure in a fast-paced environment.
• Self-starter and self-motivated to investigate, discover, and find solutions.
• Discretion, confidentiality, and integrity in handling sensitive matters.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience: 10+ years of experience as an Executive Assistant or in a similar role, providing high-level support to C-suite executives or leadership in a fast-paced environment.
• Communication: Excellent written and verbal communication skills, with a strong ability to manage complex correspondence and present information effectively.
• Organization & Prioritization: Outstanding organizational skills, with the ability to handle multiple priorities and deadlines simultaneously.
• Problem Solving: A proactive approach to problem-solving with strong decision-making skills and the ability to work independently.
• Technology Proficiency: Proficiency in Microsoft Office programs (Word, Excel, PowerPoint), project management tools (Hub – Planner), and virtual meeting platforms.
• Initiator: Assertive, persuasive, action-oriented, enthusiastic and loves taking initiative. 

Working Conditions:

• Full-time, work from home office location and/or one of Clubessential Holding’s business locations. Preferably East Cost based for ideal time coverage of our global business.
• Approximately 20% travel may be required.

This job description outlines the essential responsibilities and requirements for the role of Executive Assistant to the CEO. The role may evolve, and additional duties may be assigned as needed to support the CEO’s needs and the organization’s objectives.

Clubessential Holdings is an equal opportunity employer dedicated to building a diverse and inclusive workplace. Our company thrives upon the mutual respect and understanding between its employees, and as such, all qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), gender, gender identity, sexual orientation, veteran status, physical or mental disability, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

Clubessential Holdings maintains broad salary ranges for its roles in order to account for variations in knowledge, skills, experience, market conditions and locations, as well as reflects the Company's differing products, industries and lines of business. Candidates are typically placed into the range based on the preceding factors as well as internal peer equity.