Administrative Assistant to the GM/ Clerk to the Board of Directors

Job Description

Job Title: Administrative Assistant to the General Manager / Clerk to the Board of Directors
Department: Administration / Golf Club
Reports To: General Manager
FLSA Status: Exempt
Pay: $80,000 - $115,000

Summary

The Administrative Assistant to the General Manager provides high-level administrative, organizational, and project management support directly to the General Manager, while also serving as Clerk to two Boards of Directors (the Lahontan Golf Club Board and the Lahontan Community Association Board). This position ensures seamless office operations, coordinates meetings, manages communication and documentation for the General Manager and both Boards, and supports some membership administration and outreach.

The ideal candidate is highly organized, detail-oriented, discreet, and professional, with strong communication and writing skills, and the ability to manage multiple priorities in a dynamic private club environment.

Essential Duties and Responsibilities

Executive Support to the General Manager

• Manage the General Manager’s calendar, schedule and coordinate meetings, and prioritize appointments.
• Prepare clear, concise correspondence, reports, presentations, and other written communications.
• Assist GM with travel arrangements and logistics for meetings and events.
• Screen calls and inquiries, responding on behalf of the GM when appropriate.
• Ensure attention to detail in all written and electronic communications.
• Maintain professional interaction with members, staff, and external partners on behalf of the GM.

Board Governance & Support

• Serve as Clerk to both the Lahontan Golf Club Board and the Lahontan Community Association Board of Directors.
• Coordinate and schedule Board and Committee meetings (in-person or virtual).
• Prepare and distribute meeting agendas, board packets, and supporting materials.
• Attend meetings and accurately record minutes and action items.
• Maintain official records including minutes, resolutions, bylaws, and governing documents.
• Assist with preparation and distribution of Board election materials and ballots.
• Coordinate with leadership, legal counsel, and committees regarding governance documentation when necessary.
• Track action items and follow-up tasks resulting from Board and Committee meetings.

Qualifications

• Strong organizational and time-management skills, with exceptional attention to detail.
• Ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Professional demeanor and polished interpersonal skills.
• Solutions-oriented mindset with commitment to continuous improvement.

Education

• Associate degree or higher preferred; or
• Three (3) years progressively responsible administrative experience supporting executive leadership in corporate, private club, HOA, or hospitality environments; or
• Equivalent combination of education and experience.

Preferred:

• Experience supporting a General Manager or executive leader.
• Experience in private club or hospitality administration.
• Proficiency in Microsoft Office (Word, Excel, Outlook, Publisher).
• Experience with membership databases and website content management.
• Knowledge of governance best practices and applicable regulations.

Language Skills

• Ability to draft professional correspondence, reports, and meeting minutes.
• Strong proofreading and writing skills with exceptional attention to detail.
• Ability to communicate clearly and effectively with the GM, Boards, members, and staff.

Mathematical & Reasoning Skills

• Ability to perform basic calculations and analyze data.
• Strong problem-solving and reasoning abilities.
• Ability to interpret instructions and multi-step processes.

Physical Demands

• Regularly required to sit, talk, hear, and use hands for computer and office equipment.
• Frequently required to walk and occasionally stand.
• Occasionally lift and/or move up to 25 pounds.
• Close vision required for detailed computer and document work.

Work Environment

• Primarily office setting within a private club environment.
• Occasional exposure to outdoor conditions when attending club events or meetings.
• Moderate noise level typical of administrative offices.
• Professional business environment requiring polished appearance and demeanor.

Benefits

Lahontan Golf Club offers a competitive benefits package, which may include:

• Employer-sponsored medical coverage
• Dental and vision insurance
• 401(k) retirement plan
• Life insurance
• Paid time off (PTO) and sick time
• Employer-provided cellphone or cellphone allowance
• Fitness, wellness, and clothing allowance
• Dry cleaning expense reimbursement

Benefits eligibility and specific plan details are provided upon hire and are subject to change in accordance with Club policy.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may be modified at any time to meet organizational