Executive Assistant

Description

The Yale Club of New York City is seeking a dynamic and highly organized Executive Assistant to provide administrative support to the Senior Executive Assistant, in the service of the General Manager and Chief Operating Officer. This individual will play a key role in supporting the operations of the executive office and ensuring its smooth and efficient functioning. Responsibilities include a broad range of administrative tasks that require professionalism, discretion, exceptional attention to detail, and the highest level of confidentiality. 

Requirements

ESSENTIAL FUNCTIONS:

• Report directly to the Senior Executive Assistant to support the priorities and functions of the General Manager and Assistant General Manager.
• Manage calendars, coordinate meetings, prepare agendas, take and distribute minutes, and monitor follow-up tasks.
• Arrange complex travel and itineraries for executive leadership, including air, hotel, transportation, and meeting logistics.
• Reconcile monthly expenses and receipts, order office supplies, ensure the Executive Office is organized and well-stocked, and other items as assigned
• Serve as a key point of contact for internal and external stakeholders, including committee members, Club members, staff, and vendors.
• Draft, format, and distribute professional correspondence, internal reports, presentations, and briefing materials.
• Provide support in planning and executing Club events and meetings by coordinating logistics, managing RSVPs, preparing materials, and offering on-site support as needed.
• Assist with the preparation and distribution of materials for committee meetings and liaise directly with committee members as needed.
• Maintain confidential and accurate records, files, and databases, including those related to governance, membership, and Club operations.
• Support special projects and initiatives as directed by the Senior Executive Assistant or executive team.
• Exercise sound judgment and maintain discretion with sensitive or confidential information at all times.

Qualifications:

•  Associate’s or Bachelor’s degree in business administration, hospitality management, or a related field preferred.
• Proven experience in an administrative support role, preferably in a hospitality or private club environment.
• Highly organized and solution-oriented, with the ability to manage multiple tasks concurrently and maintain strong attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher), Adobe Acrobat, Canva, Property Management Systems (e.g., Northstar), HRIS platforms such as Paylocity, and virtual meeting tools including Zoom, Microsoft Teams, and Google Meet.
• Ability to work independently with minimal supervision while also collaborating effectively as part of a team.
• Exercises sound judgment and discretion when handling time-sensitive requests, managing conflicting priorities, and communicating with committee members and stakeholders.
• Maintains strict confidentiality and handles sensitive information with professionalism.
• Resourceful and proactive problem solver with strong project management skills.
• Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.
• Willingness to work occasional evenings as needed.