Concierge & Executive Office Manager

Job Purpose

The Concierge & Executive Office Manager serves as the primary point of contact and welcoming face of the Sales/Administration building and provides exceptional service to members, guests, vendors, and staff. This position is responsible for managing general phone calls, inquiries, and requests, ensuring that members and guests receive timely, professional, and personalized assistance. The Concierge & Executive Office Manager will either address requests directly or connect members with the appropriate staff member or department.

In addition to providing a high level of concierge and member service, the Concierge & Executive Office Manager provides administrative and executive support to the General Manager, CFO, and CEO. This position requires a high degree of professionalism, discretion, organization, responsiveness, and independent judgment. The successful candidate will be a proactive problem solver who can anticipate needs, manage competing priorities, and resolve routine issues without unnecessary escalation.

Duties and Responsibilities

Concierge & Member Services

• Serve as the primary point of contact for general phone calls, inquiries, and requests directed to the Ford.
• Welcome and greet members, guests, prospective members, vendors, and other visitors upon arrival in a warm, professional, and courteous manner.
• Provide exceptional, personalized concierge service and create a positive first impression for all members and guests.
• Assist members with questions, requests, reservations, directions, general information, and other needs, or connect them with the appropriate staff member.
• Develop a strong working knowledge of the Ford’s departments, services, facilities, events, policies, and key personnel in order to effectively assist members and guests.
• Monitor and follow up on member requests to ensure they are resolved in a timely manner.
• Exercise sound judgment and discretion when handling member concerns, sensitive information, and unusual requests.
• Identify recurring member concerns or operational issues and communicate them to the appropriate leadership team member.
• Maintain a professional, welcoming, and organized reception and administrative area.

Executive Administrative Support

• Provide administrative and executive support to the General Manager, CFO, and CEO.
• Manage calendars, appointments, meeting schedules, correspondence, documents, and other administrative needs as requested.
• Assist executives with preparation for meetings, presentations, reports, correspondence, and follow-up items.
• Anticipate executive needs and proactively address administrative matters before they become issues.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Assist with special projects and other administrative assignments as directed by the executive team.

Meeting & Board Support

• Coordinate and organize Executive meetings conducted via Zoom, including Board meetings, quarterly and annual Membership meetings, and Committee meetings.
• Manage meeting invitations, calendars and Zoom links
• Coordinate with meeting participants to ensure materials are prepared and distributed in advance.
• Assist with meeting logistics, including technology, presentations, documents, and other materials.
• Maintain organized records of meetings and follow-up items as appropriate.
• Coordinate with leadership and department heads to ensure action items are communicated and followed through.

Real Estate & Discovery Guest Support

• Assist the Real Estate team with preparing and coordinating Discovery Guest agendas and itineraries.
• Help coordinate meetings, appointments, tours, dining, activities, and other arrangements associated with Discovery Guests.
• Serve as a resource for Discovery Guests during their visit and help ensure a seamless and personalized experience.
• Coordinate with internal departments to ensure Discovery Guest needs and schedules are communicated effectively.
• Assist with special events, member visits, community development initiatives, and other activities involving prospective or current members as needed.

Office Management & Operations

• Oversee day-to-day administrative and front-office operations to ensure the Sales/Administration building operates efficiently and professionally.
• Manage incoming calls, mail, deliveries, correspondence, and general office communications.
• Coordinate office supplies, equipment, service providers, and other administrative needs.
• Assist with vendor and visitor coordination, building access, and other office-related logistics.
• Maintain organized files, records, contact information, and administrative documentation.
• Help coordinate office meetings, luncheons, special events, and other internal functions.

Identify opportunities to improve office procedures, communication, and overall efficiency.

Qualifications

Qualifications and Experience

Education and/or Experience

• Bachelor’s degree preferred.
• A minimum of five years of hospitality or related industry experience.
• A minimum of five years in an administrative assistant capacity.
• Previous training in guest relations.

Job Knowledge, Core Competencies and Expectations

• Excellent communication skills, including first class professional verbal and written communication in English with all stakeholders.
• Positive, professional, and warm disposition; passionate about hospitality, exuding ease, approachability, and a sincere approach to member service.
• Proven ability to work with all levels within the organization.
• Proven ability to take initiative, apply analysis, and reason to problem solving skills.
• Proven ability to establish and maintain successful business relationships.
• Proven ability to perform assigned tasks and projects, multi-tasking and maintaining attention to detail, with flexibility to reassess and prioritize goals.
• Solid computer skills, with expertise in Microsoft Office suite of applications including Word, Excel, PowerPoint, Outlook, and Publisher.
• Ability to exercise discernment and display emotional maturity, remaining calm and composed in a fast-paced environment.
• Strong track record maintaining confidentiality.
• An active team player, able to contribute to the creation of a cohesive, creative, fun, team environment.
• Proven experience paying strong attention to detail, demonstrating excellent organizational skills and follow-through.
• Ability to maintain accurate and detailed records, meet deadlines and manage multiple projects and processes in support of various operating departments.
• High energy with the ability to drive results.

Working Conditions

Normal Office Environment

Physical Requirements

Occasional lifting, bending, and stooping. Vision must be correctable to read and write. Hearing must be sufficient to understand conversation on the telephone. Must have hand usage to complete forms, use keyboard and mouse and other office equipment.

Direct Reports

None

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person