Executive Assistant to General Manager​/COO Club

Executive Assistant to the General Manager/COO

Position Summary

The Executive Assistant to the General Manager/COO serves as a trusted strategic partner responsible for supporting the executive office through exceptional organization, communication, project coordination, and administrative leadership. This highly visible position manages the daily interactions, communications, and workflow of the General Manager/COO while serving as a professional liaison between the executive office, Board of Directors, committee members, Club members, employees, vendors, and community stakeholders.

The Executive Assistant is responsible for developing, coordinating, and executing all executive communications, maintaining the integrity of the Club's written communications and branding, coordinating Board and committee activities, and assisting with special projects and strategic initiatives. This individual must demonstrate exceptional discretion, professionalism, sound judgment, creativity, and the ability to anticipate the needs of the General Manager before they arise.

This role requires outstanding organizational skills, superior writing and editing abilities, advanced technology proficiency, and the ability to manage multiple priorities while maintaining strict confidentiality.

About Boca Grove

Nestled in the heart of Boca Raton, Boca Grove is an intimate, boutique private club and residential community where understated elegance, meaningful relationships, and exceptional service define the member experience. Home to fewer than 450 member families, Boca Grove offers a uniquely welcoming atmosphere where members know one another by name and friendships flourish. From its Jim Fazio championship golf course and award-winning Sports & Wellness Center to its vibrant dining and social experiences, every aspect of Boca Grove is thoughtfully designed to inspire healthy lifestyles, personal connections, and lasting memories.

More than a collection of outstanding amenities, Boca Grove is a community dedicated to enriching the lives of its members through personalized hospitality, continuous innovation, and an unwavering commitment to excellence.

Essential Position Duties And Responsibilities

Executive Office Administration

• Manage the General Manager/COO's calendar, appointments, meetings, and daily priorities.
• Serve as the primary point of contact for all communications directed to the General Manager/COO.
• Screen correspondence, telephone calls, emails, and visitors while prioritizing matters requiring executive attention.
• Prepare correspondence, reports, presentations, speeches, agendas, meeting notes, and executive documents.
• Maintain confidential files, contracts, executive records, and legal documentation.
• Coordinate follow-up on action items resulting from meetings and executive discussions.
• Assist with preparation of annual goals, strategic plans, business plans, and operating initiatives.

• Coordinate all Board of Directors meetings, committee meetings, annual membership meetings, and executive sessions.
• Prepare professional Board books and electronic meeting packets.
• Compile agendas, reports, financial exhibits, presentations, and supporting documentation.
• Record, edit, and distribute meeting minutes.
• Track Board motions, directives, and follow-up assignments.
• Maintain Board policies, governance documents, resolutions, and historical records.
• Coordinate Board orientation materials and governance manuals.

• Employee updates
• General Manager messages
• Emergency communications
• Member surveys
• Town Hall presentations
• Member correspondence on behalf of the General Manager

• Welcome members and guests visiting the executive office.
• Respond professionally to member inquiries and requests of the GM/COO.
• Coordinate member appointments with the General Manager.
• Assist with VIP visits and special events.
• Mai…