Job Description

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Baker's Bay Golf & Ocean Club is seeking an Administrative Assistant for the Executive Office Department.

The Administrative Assistant provides administrative support to ensure the efficient operation of the Mediclinic. Supports the operation through a variety of tasks related to information management, data management, organization, and communication. Responsible for confidential and time-sensitive material. Implements and utilizes a variety of administrative concepts, practices, and procedures. Completes all duties accurately, with high quality and in a timely manner.

Responsibilities:

• Answers and directs phone calls promptly
• Organizes and schedules appointments and meetings
• Completes administrative duties such as filing, typing, copying, binding, scanning, etc.
• Completes data entry
• Handles sensitive information in a confidential manner
• Maintains contact lists
• Produces and distributes correspondence memos, letters, [faxes], and forms
• Assists in the preparation of regularly scheduled reports
• Develops and maintains an electronic and manual filing system
• Books travel arrangements
• Submits and reconciles expense reports and prepares and processes invoices
• Provides service and general support to members, staff and visitors to the Clinic
• Greets and assists visitors to the office
• Provide polite and professional communication
• Research and create presentations
• Takes accurate minutes of meetings
• Coordinates office procedures
• Replies to email, telephone, or face-to-face inquiries
• Develop and updates administrative systems to make them more efficient
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain up-to-date employee holiday records
• Implement clerical duties and administrative processes

Qualification & Skills Required:

• AI knowledgeable, ideally experience with Claude
• Proven administrative assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Presents a professional image and appearance
• Proficiency in MS Office
• 3-5 years of experience in the field or in a related area
• High school diploma; college degree preferred
• Strong organization and time management
• Excellent attention to detail
• Exceptional follow-through and task tracking
• Strong written communication and proofreading
• Proficiency in Outlook, Word, Excel, PowerPoint and Teams
• Ability to manage calendars, meetings, travel and logistics
• Comfortable compiling data and maintaining trackers/reports
• Strong file and document management skills
• Proactive, resourceful and able to work independently
• Professional judgment, discretion and confidentiality
• Comfortable working with executives and multiple departments
• Tech-savvy and able to learn new systems quickly
• Ability to work independently.