1. EXECUTIVE ASSISTANT JOB DESCRIPTION
JOB TITLE Executive Assistant/ P/A to GM
DEPARTMENT Administration
REPORTING TO Board Of Directors/ General Manager
LIASON DEPARTMENTS ALL
STAFF REPORTING TO EXECUTIVE
ASSISTANT
Housekeeping, maintenance, Gym,
Security, Reception
KEY RESPONSIBILITIES
1. Executive Assistant to Board of Directors and GM
2. Office Coordination/ General Administrative duties
3. Membership Database Management
4. Human Resource Management
5. Marketing, Sponsorship &Advertising
Executive Assistant to Boardof Directors/GeneralManager
 Filter general information, queries, phone calls and invitations to the
General Manager by redirecting or taking forward such contact as
appropriate.
 Under the directive of the General Manager, typing of letters, reports,
custom documents, proposals agreements, minutes, memos and general
correspondence.
 Organize appointments/ meetings and manage GM’s Diary.
 Ensure that the GM is fully briefed on, or prepared for, any engagements
he is involved in.
 Preparation of Board meetings by ensuring the Boardroom is prepared,
files and documents to be used are ready before the meeting.
 Develop action list from departmental meetings
 Filing and record management
 Mail and email administration
 Develop and manage relationship with the Board of Directors
 Primary point of contact with the Board of Directors and members in the
GM’S absence.
 Minute general meetings as required and complete research on behalf of
the GM.
 Welcome and receive all visitors for the GM.
 Ensuring that all documents to be signed by the GM are
signed(requisitions, Staff leave forms)
 Liason with the Board of Directors on a daily basis.

2.  Receive all Board of Directors correspondences
 Confidentiality in handling sensitive matters in the GM’s office.
Office Coordination/ GeneralAdministrative Duties
 Attending to phone calls route and screen calls and provide information
about the Club.
 Liason with other departments
 Liason with members, staff and Board of Directors as required
 Maintaining records, filing and computer files
 Replying to the emails received from the Members and general public.
 Preparing and modifying various correspondences and documents
 Delivery of professional customer service to internal and external
customers.
 Maintaining of all official departmental records and data bases for
reporting purposes.
 Carrying out day to day administrative tasks and timely resolution of
administrative challenges when they arise.
 Ensures operation of equipment by completing preventive maintenance
requirements; calling for repairs; maintaining equipment inventories;
evaluating new equipment and techniques.
 Opening and sorting letters send by post
 In charge of the bulk sms system
 Ordering and keeping stock of Office supplies and Stationeries.
 Printing, photocopying, scanning and laminating of documents
 Any other duty assigned by the General Manager or the Board of
Directors.
Membership Management
 Providing general information to members and visitors about the Club
 Maintain proper and up-to-date records of all members admitted in the
Club.
 Ensure that there is information to help guests and be their point of
information about Club products/services.
 Handle all members’ inquiries with consistency and objectivity.
 Work hand in hand with the Membership Secretary in recruiting new
members to the Club.
 Preparation of Members Club Cards
 Opening of new members files and ensuring all documents and
procedures required to join are adhered to.
 Organizing and arranging the balloting meetings for new members
 Work closely with the Accounts Department and reception to ensure
Members are invoiced correctly and sent the invoice on time
 Filing all correspondences of Members about their change of membership
status.

3.  Inducting new members by providing them with the Club’s constitution
and rules.
 In charge of relaying information on the Clubs notice boards, text
messages and Members Emails.
Human ResourceManagement
 Compile and update Staff personal files records( hard and soft copies)
 Coordinate HR projects (meetings, training, surveys etc) and take
minutes
 Deal with employee requests regarding human resources issues, rules,
and regulations
 Properly handle complaints and grievance procedures
 Orientation of newly hired employees in the organization
 Maintaining all the records on staff duty attendance and whereabouts
 Administrator of the Biometric clock in system for staff
 In Charge of the Housekeeping staff (changing room attendants and
public area attendant) generally the cleaning of the Changing room and
front area.
 Issuing of sick sheets to staff
 Printing of staff identification cards
 Ensuring that all Hod’s prepare a leave schedule for their departments
 Sourcing for a medical cover for staff
 Secretary in the staff disciplinary Committee
 Any other duty assigned from time to time.
Marketing , Sponsorships & Advertising
 Develop integrated marketing campaigns across marketing disciplines.
 Ensure continuous process improvements with Management.
 Execute strategic marketing plan.
 Marketing of the Club to attract new members
 Organizing and formulating of new events (theme nights, kids events,
fundraisers).
 Getting new sponsors who market their products through sponsoring golf
tournaments
 Helping in securing companies to advertise in available space around the
Club and course to bring in more revenue.
 Formulating newsletter and events calendar for the whole year.
 Updating the facebook page/ website.
