Membership Executive Services Manager

BALTUSROL GOLF CLUB JOB DESCRIPTION

JOB TITLE: Membership & Executive Services Manager

DEPARTMENT: Administration

REPORTS TO: Director of Communications

WAGE CLASS: Salary Exempt

Position Summary: The Membership & Executive Services Manager (MESM) provides administrative support to the Club's General Manager/COO (GM/COO), Department Managers, Executive Committee, and Board Members by managing schedules, communications, and organizational tasks to improve efficiency. The MESM also provides key administrative support to the Membership Committee, including the administration of the prospective applicant process.

About the Club: Founded in 1895, just minutes from New York City in northern New Jersey, Baltusrol Golf Cub remains true to its founder Louis Keller's bold vision to create a world class golf club befitting America's leading city. Baltusrol's two championship golf courses, both ranked among the top 100 in American by several major publications, have played distinguished roles on the national golf stage since their creation by architect A.W. Tillinghast. The Club has hosted 19 major championships in its history and will again welcome the world's best golfers when it hosts the 2029 PGA Championship. In 2014, Baltusrol was designated a National Historic Landmark in recognition of its legacy in American golf. Over the course of its 130-year history, Baltusrol has also distinguished itself as an international leader in hospitality. In 2019, the clubhouse at Baltusrol was recognized as one of the greatest classic clubhouses in America by Golf Digest. Baltusrol has been ranked #2 Platinum Golf Club in American by Club Leaders Forum since 2019 and was ranked the #5 Platinum Golf & Country Club in the World in

Essential Functions

· Maintains an updated and accurate Board portal with all required meeting notifications, coordinates and communicates meeting attendance, and uploads all applicable meeting materials for distribution

· Ensures GM/COO and club committees are prepared for meetings, ensuring meeting rooms are confirmed and setup as scheduled, including IT needs.

· Coordinates travel arrangements for GM/COO, Department Managers, and Executive Committee Members, including flights, hotels, transportation and itineraries

· Works closely with the Membership committee to track prospective member candidates, their proposers, and the stage of their candidacy. Provides prompt and accurate communications with proposers as directed by the Membership Committee Chair

· Maintain an accurate and up to date prospective applicant tracking system of all milestones throughout the membership admissions process; uploads candidate information to the applicant portal as received

· Receives and facilitates all requests for Membership changes including category transfers and resignations

· Maintains updated and complete Membership files with all relevant letters and documentation

· Assist in monitoring and documenting member violations in accordance with club policies and procedures

· Maintains accurate and confidential records of reported incidents, disciplinary actions, and resolutions

· Updates member profile information in Jonas database including addresses, emails, and phone number

· Assists in the preparation of Membership Committee monthly reports

· Assists in the coordination and preparation of the Annual Meeting of proprietary members

· Tracks and coordinates all changes in officers, board members, and committee members

· Prepares and distributes notices, agendas and other meeting materials for the GM/COO, Department Managers, Executive Committee, Membership Committee and Board of Directors' meetings

· Prepares and maintains minutes of Board of Governors meetings

· Coordinates travel arrangements for GM/COO, Department Managers, and Executive Committee Members, including flights, hotels, transportation and itineraries

· Provides administrative assistance to GM/COO, department managers, and Board committees including phone calls, drafting emails, letters, memos, and other communications in a professional manner

· Maintains GM/COO mail, correspondence, filing, and calendar appointments; receives and screens visitors

· Assist with the preparation and coordination of all corporate outing contracts and mini outing contracts, tracking updated status of outing schedule, including contract status, key dates, and renewal deadlines

· Assist GM/COO by maintaining organized files for capital projects including contracts, change orders, meeting minutes, invoices, permits, and approvals

· Assist GM/COO by maintaining organized files for club hosted tournaments, including 2029 Men's PGA championship

· Assists GM/COO, Department managers, and Committees with preparation of various meeting materials, including memos, schedules, presentations, and charts, graphs and other visual representations of data

· Organizes and expedites the flow of work to and from the GM/COO's office

· Works closely with the Communications team in coordination of member communications and notices

· Assist in administrative functions for The Baltusrol Foundation, the Club's charitable organization

· Assists GM/COO, Department Managers, and Board Committees with other projects as requested

Qualifications and Requirements:

· Bachelor's degree in Hospitality Management, Business Administration, or related field preferred (equivalent experience considered)

· Previous experience in an Executive Assistant position

· Work experience within the club/hospitality industry is preferred

· Strong computer skills required: Microsoft Office Suite and database management

· Strong interpersonal and communication skills, written and verbal, approachable and engaging demeanor.

· Exceptional organizational skills, and ability to anticipate Manager, Committee and Board needs

· Ability to work proactively and urgently in a fast-paced environment, while remaining flexible and responsive

· Ability to exercise good time management skills, multitask and to thrive working autonomously

· Ability to maintain a high level of professionalism, integrity, and confidentiality

Physical and Environmental Demands:

Most work is performed indoors, at a desk, in an office environment. The job requires prolonged sitting for long periods of time in front of a computer. In performing the duties and responsibilities of this job an employee will be required to see, talk and hear, with the ability for fine manipulation and keyboarding. There also may be occasional walking, standing, bending, lifting, squatting, overhead reaching, and kneeling. Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions.

Pay: $100,000-$115,000

Job Type: Full-time (8-hour shifts)/Ability to work occasional nights/weekends as needed for special events

Benefits:

401(k)

Health, Dental, Vision, Life insurance

Paid time off

Ability to Commute: Springfield, NJ Required)

Work Location: In person

Job Type: Full-time

Pay: $100, $115,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending