POSITION TITLE: Administrative Assistant
REPORTS TO: The General Manager and the Director of Membership and Communications
OVERVIEW:
The Administrative Assistant is a position based the Harbour Court Clubhouse in Newport RI. The Administrative Assistant will play a critical role in ensuring seamless operations and effective time management, taking ownership of complex club-wide scheduling, logistical coordination, and GM and Executive Committee administrative support.
RESPONSIBILITIES, AND EXPECTATIONS
The Administrative Assistant will function as the primary administrator for meeting and key club events, managing complex calendars, coordinating across departments. The role also plays a key part in aligning leadership, staff, and officers around a single, coordinated view of Club events and meetings.
Key Responsibilities:
• Collaborate with Club Officers and staff to merge event calendars into one dependable, shared calendar in Microsoft Outlook. Take responsibility as the main administrator for the club-wide calendar and maintain its accuracy and consistency
• Coordinate travel arrangements, including itineraries, accommodations, and all other logistics and planning
• Establish best practices and team guidelines for calendars and administrative processes, embedding discipline and accountability within the team
• Oversee document management, preparing and distributing materials as needed
• Assist in triaging emails, managing correspondence, and meeting preparation
• Provide ad hoc administrative support to special projects
EXPERIENCE, SKILLS, AND ATTRIBUTES:
The successful candidate will bring a blend of academic training, professional experience, and interpersonal effectiveness suited to a complex, high-visibility environment. Beyond technical management knowledge, the role requires sound judgment, discretion, and the ability to communicate effectively with a wide range of stakeholders—from fellow staff and outside vendors to Club members and committee leadership. The Administrative Assistant must be a self-starter who is proactive, adaptable, and comfortable managing priorities independently, while also collaborating across departments in a fast-paced, event-oriented setting.
• 5+ years’ experience in administrative assistant, executive assistant, or similar role
• Exceptional calendaring and scheduling skills. Proficiency in Microsoft Office; expert-level skills in Outlook required
• Effective communicator; must have the confidence to create and communicate new processes
• Ability to collaborate with savviness and professionalism with Club Officers and staff
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Demonstrated ability to manage confidential information with discretion and sound judgment
• Proactive team player with a service-oriented mindset; should have an appreciation for tradition and a polished, professional presence
• Experience within a private club, hotel, cultural institution, or luxury environment preferred but not required