The Club at Ibis
  • Administration
  • West Palm Beach, FL, USA
  • Salary

Medical, Dental, Vision, Life, Disability, Accident, PTO, 401(k) with generous employer match, 529 College Savings Plan, and most importantly - a great work environment!


Our Purpose

We each have a job title, but that is our function not our Purpose. Our Purpose is much bigger. It is not bound by an organizational chart or department lines. Our Purpose acts as our communal north star, guiding us collectively towards a common goal, Whatever it Takes to Deliver The Ibis Experience.

 

Our Values

Our story of success begins with our internal cultural of lateral service and acceptance. We have many voices, many faces, and many backgrounds, which are united by a shared vision. Our different perspectives and unique talents are balanced by our common Purpose, our Core Values (the Core4), and a bold commitment to service excellence.

Integrity              

Belonging           

Innovation          

Shared Vision

 

Summary

Responsible for supporting Club compliance objectives, as well as providing high-level administrative support and fostering a collaborative working relationship between the General Manager/COO, Board of Directors, and Member Committees. The majority of all assigned duties are in direct support of the Club's Board of Directors.

Essential Duties and Responsibilities

  • Acts as a liaison between the Club's Board of Directors, General Manager/COO, and Member Committees to ensure efficient and effective communication.
  • Maintains and assists with required additions, revisions or updates of Club bi-laws and Member rules and policies.
  • Collaborates with other departments to direct compliance issues to appropriate parties for investigation and resolution. Consults with the outside legal counsel as needed to resolve difficult legal compliance issues.
  • Assists Department Heads and Grievance Committee with correspondence related to alleged violations of Member rules and policies.
  • Identifies potential areas of compliance vulnerability and risk; develops/implements corrective action plans for resolution of problematic issues, and provides general guidance on how to avoid or deal with similar situations in the future.
  • Prepares formal and informal responses to external investigations, inquiries, and requests.
  • Provides reports on a regular basis, and as directed or requested, to keep the Board of Directors and senior management informed of the operation and progress of compliance efforts.
  • Responsible for reviewing, as well as maintaining a schedule of all contracts, business agreements, leases, and insurance renewals.
  • Prepares and distributes the Board Package; including the meeting agenda and relevant documents.
  • Attends Board meetings, Coffee with the General Manager meetings, Executive Committee meetings, and Special Meetings as assigned (e.g., State of the Club, Annual Meeting, Board Election) to record minutes.

Other Functions

  • Fosters a collaborative working relationship between the Board of Directors, General Manager/COO, and Member Committees.
  • Works closely with the Board of Directors President and General Manager/COO to keep them informed and prepared for upcoming meetings and responsibilities.
  • Manages the General Manager/COO's calendar.
  • Prepares annual Board meeting schedule and reserves meeting spaces. Coordinates annual Committee meeting calendar.
  • Prepares orientation materials for new Board Members.
  • Assists with proofreading and editing bi-laws, Club rules, publications, and other Club documents.
  • Assists the Club's Nominating Committee with communication, document preparation and distribution, and application collection.
  • Ensures proper reporting of violations or potential violations to duly authorized enforcement agencies as appropriate and/or required.
  • Works with the Director of Training to develop an effective compliance training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.
  • Corresponds with the Club's legal counsel and provides necessary documents, as needed.
  • Composes written correspondence, documents, spreadsheets, and presentations.
  • Addresses or appropriately directs concerns and requests from the Board, Club Members, staff, or outside parties.
  • Reviews administrative invoices for accuracy, coding, and compliance with established guidelines.  
  • Receives visitors arriving for meetings scheduled in the Executive Offices with the General Manager/COO.
  • Oversees the preparation and distribution of complimentary golf gift certificates and petty cash.
  • Handles special projects and duties as directed by the Board of Directors President and General Manager/COO.
  • This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job related duties as requested.

 

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

  • Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
  • Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
  • Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
  • Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; Meets commitments.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education and/or Experience

Bachelor's degree (B.A.) from a four-year college or university and two years of related experience and/or training; or equivalent combination of education and experience. Prior country club or hospitality experience a plus.

 

Language Skills

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from members, regulatory agencies or members of the business community.  Ability to write speeches and articles for publication that conform to prescribed style and format.  Ability to effectively present information to top management, public groups, and/or boards of directors.

 

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

 

Computer Skills

  • Advanced computer proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
  • Use of general office equipment.

 

Certificates, Licenses, Registrations

  • Certified Compliance & Ethics Professional (CCEP) preferred
  • Florida Notary preferred

 

Other Skills and Abilities

  • Experience in providing administrative support to Board of Directors/Trustees.
  • Strong working knowledge of industry legal requirements and controls.
  • Sound judgement in decision-making and exceptional boundaries related to confidential information.
  • Demonstrated track record of integrity and commitment to professional ethics.
  • Knowledge and experience relating to review of contracts, business agreements, and insurance renewal documents.
  • Thorough knowledge of general business administration.
  • Highly organized, analytical, strong attention to detail, and excellent time management skills to meet assigned deadlines.
  • Ability to perform independently in a fast-paced environment.
  • Outstanding written and verbal communication.
  • Compose Word documents, PowerPoint presentation, and Excel spreadsheets.
  • Exceptional spelling and grammar with experience in document proofreading/editing.
  • Excellent customer service skills.
  • Professional demeanor and appearance.
  • Must be available to work occasional evenings and/or weekends to meet time-sensitive deadlines and attend special meetings.

 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; sit and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.





The Club at Ibis
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