Activities Administrative Assistant

Basic Summary

The Activities Administrative Assistant serves as a trusted first point of contact for members and guests and plays a critical role in coordinating communication across Club operations. This position requires sound judgment, professionalism, and discretion while independently managing reservations, member inquiries, administrative records, and event-related support. The ideal candidate is confident, detail-oriented, and comfortable operating in a high-expectation, member-focused environment with minimal supervision.

This role combines hospitality, member interaction, and administrative support in a polished, professional environment where service excellence matters.

For more than 40 years, Gulf Bay® Group of Companies has developed some of Southwest Florida’s most prestigious luxury residential and hospitality communities. Known as the “Creator of the Pelican Bay Skyline,” Gulf Bay’s portfolio includes iconic destinations such as Fiddler’s Creek, Marco Beach Ocean Resort, and award‑winning Gulf‑front properties. With more than $12 billion in completed and in‑progress developments, Gulf Bay is recognized for excellence, professionalism, and an unwavering commitment to elevated service standards.

• Serve as a primary point of contact for members and guests, exercising professionalism and sound judgment in all interactions
• Independently manage phone, email, and in‑person inquiries, calendars, and reservations across multiple Club services
• Coordinate dining, activity, spa, and event reservations, including managing waitlists and pacing
• Maintain accurate member records, rosters, calendars, and administrative documentation
• Process guest passes, daily member charges, and related records with a high level of accuracy and confidentiality
• Prepare and distribute event schedules, participation reports, signage, and Club communications
• Support Activities and Events leadership through administrative coordination and special projects
• Maintain an organized, polished workspace reflective of Club standards

• Timely and consistent attendance is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
• Due to the cyclical nature of our industry, employer may require employees to work varying schedules to reflect the business needs of the company.
• Upon employment, employees are required to fully comply with the company’s rules and regulations for the safe and efficient operation of the facilities. Employees who violate the rules and regulations will be subject to disciplinary action, up to and including termination.

• High school diploma or equivalent required; degree in hospitality, events, or related field preferred
• Prior experience in a member‑facing, professional office, hospitality, or concierge‑style role preferred
• Demonstrated ability to manage multiple priorities independently while maintaining accuracy and professionalism
• Strong written and verbal communication skills with the ability to interact confidently with members and leadership
• High attention to detail and comfort handling confidential information
• Proficiency in Microsoft Office;
  Canva experience a plus
• Ability to adapt to changing priorities in a seasonal, fast‑paced environment
• Notary Public certification a plus (or willingness to obtain)

This role operates in a professional, high‑expectation Club environment where discretion, reliability, and consistency are essential. The position requires dependable attendance, sound decision‑making, and the ability to represent the Club with professionalism at all times.

• Grasp, lift, push/pull, carry or transport up to 25 lbs. Ability to push/pull wheeled carts weighing up to 50 lbs.
• Sit, walk, and stand for extended periods of time.
• Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.
• The noise level in the work environment is usually moderate.
• Bend, stoop, kneel, and reach with hands and arms.