Executive Assistant

Job Details: Job Location: Blackhawk Country Club - Danville, CA, Position Type: Full Time, Salary Range: $30.00 - $35.00Hourly, Job Shift: Day, Club Vision: To be the leading private club for families and professionals in Northern California, delivering joy, connection, and excellence through our unparalleled facilities and signature experiences. As a member of the Blackhawk Country Club team, you play an integral role in advancing our Club’s Vision and Strategic Plan. You will be expected to adhere to our "6B's," which outline the fundamental expectations we have of every employee. Additionally, we rely on you to embody our HAWKS CODE culture, bringing it to life through your language, attitude, and actions. Position Summary The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, organizational, project management, and communication support to the COO and Executive Leadership Team at Blackhawk Country Club. This role helps keep Club priorities organized, projects moving forward, information flowing, and leadership commitments on track. The Executive Assistant coordinates administrative processes, prepares meeting materials and follow-up, maintains project plans and action-item trackers, and assists with clear, timely communications to members and employees. The role works across departments and requires sound judgment, discretion, strong writing skills, and the ability to anticipate needs, solve problems, and manage competing priorities in a busy private-club environment. The ideal candidate is proactive, detail-oriented, highly organized, comfortable working with senior leaders, and able to turn conversations and decisions into clear next steps. This position is a trusted partner to the COO and a resource to the broader leadership team while maintaining appropriate confidentiality and professional boundaries. Essential Duties and Responsibilities The essential functions include, but are not limited to the following: Project Management & Strategic Initiatives: Maintain project plans, timelines, milestone trackers, and status updates for Club-wide projects and strategic priorities. Follow up with project owners on deadlines, risks, decisions, and next steps. Coordinate cross-departmental initiatives, special projects, capital projects, and operational improvements. Prepare concise updates and flag items requiring leadership attention. Executive Leadership Team Support: Coordinate leadership meetings, agendas, calendars, materials, minutes or decision summaries, and action-item tracking. Follow up on commitments and deadlines. Organize leadership retreats, planning sessions, presentations, and other meetings. Maintain records of key decisions and supporting documents. Administrative Support to the COO and General Manager: Manage scheduling, appointments, meeting logistics, correspondence, document preparation, and other administrative needs. Prepare reports, presentations, spreadsheets, briefing materials, and follow-up communications. Member Communications: Assist with drafting, editing, formatting, and coordinating member emails, newsletters, announcements, surveys, event updates, and other Club communications. Help ensure communications are accurate, timely, consistent with the Club’s voice, and coordinated with relevant departments. Track deadlines and route drafts for review and approval. Board, Committee & Governance Support: Assist with Board and committee meeting logistics, agendas, materials, minutes or action summaries, annual meeting preparation, governance calendars, and follow-up items as requested. Reporting, Data & Document Coordination: Compile updates from department leaders for dashboards, operating reviews, budget discussions, strategic planning, and leadership presentations. Maintain trackers, calendars, templates, and shared documents. Check materials for completeness, consistency, accuracy, and professional presentation. Cross-Department Coordination: Coordinate between the COO, department leaders, and staff on assigned projects and administrative matters. Schedule working sessions, document decisions, clarify owners and due dates, and help resolve coordination gaps. Interact professionally with employees, members, vendors, and other Club contacts. Event & Special Project Support: Assist with planning and logistics for leadership events, member meetings, Club-wide initiatives, staff events, and special projects. Coordinate timelines, invitations, materials, room arrangements, vendors, and follow-up as needed. Process Improvement & Proactive Support: Identify opportunities to improve administrative processes, project tracking, meeting effectiveness, and communication workflows. Anticipate needs, identify gaps early, recommend practical solutions, and communicate proactively when priorities or timelines change. Confidentiality & Professional Judgment: Handle sensitive business, financial, personnel, member, and governance information with discretion. Use sound judgment when managing access to information and determining when matters should be elevated to the COO or another leader. Other Duties: Perform other duties and special projects as assigned in support of the COO, Executive Leadership Team, and overall operations of Blackhawk Country Club. Qualifications: Minimum Qualifications (Knowledge, Skills, and Abilities) Associate’s or bachelor’s degree in business administration, communications, hospitality, project management, or a related field preferred; equivalent experience may be considered. 3+ years of experience in executive or administrative support, project coordination, operations, communications, or a related role; senior-leader support preferred. Exceptional organization, attention to detail, follow-through, and ability to manage multiple deadlines and shifting priorities. Strong written and verbal communication skills, including drafting, proofreading, and editing professional communications. Demonstrated project coordination skills, including tracking tasks, owners, milestones, timelines, and risks across departments. Proficiency with Microsoft Office, especially Outlook, Word, Excel, and PowerPoint, and comfort learning new systems. Ability to prepare polished documents, presentations, meeting materials, trackers, and summaries from varied source information. Sound judgment and discretion with sensitive employee, member, financial, and governance matters. Professional, service-oriented demeanor and ability to work effectively with executives, department leaders, employees, members, and outside contacts. Self-starter who anticipates needs, solves problems, and completes work with minimal supervision. Ability to follow up diplomatically and hold project owners accountable for agreed-upon next steps without overstepping role boundaries. Private country club, hospitality, nonprofit, or membership-based organization experience preferred. Availability to support occasional evening meetings, special events, or leadership activities as required. Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. Mobility: The role may require frequent movement, including driving, walking, standing, and occasional bending, kneeling, or reaching. Lifting: Occasional lifting of supplies, equipment, or inventory items may be necessary unto 20 lbs. Manual Dexterity: Ability to use hands and fingers for tasks such as typing, writing, operating computer systems, and handling paperwork. Vision: Clear vision and ability to read written documents, computer screens, and equipment displays are essential for reviewing reports, analyzing data, and assessing operations. Hearing: Good hearing ability is necessary for effective communication with staff, members, guests, and vendors. Stamina: The role may involve long hours and extended periods of activity, especially during peak business periods, special events, or banquet functions. WORK ENVIRONMENT Indoor/Outdoor Setting: The majority of work is performed indoors. Temperature: The work environment may vary in temperature, depending on the location and season. It may include both heated and air-conditioned areas. Noise Level: The work environment can be fast-paced and may involve moderate to high levels of noise from members, guests, staff and equipment. Pressure: The role often involves working under pressure, especially during peak periods. Interaction: Regular interaction with staff, guests, vendors, and other department heads is common, requiring effective communication, interpersonal skills, and diplomacy. Safety: Adherence to health and safety protocols. The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.