Executive Assistant

Club Vision:

To be the leading private club for families and professionals in Northern California, delivering joy, connection, and excellence through our unparalleled facilities and signature experiences.

As a member of the Blackhawk Country Club team, you play an integral role in advancing our Club’s Vision and Strategic Plan. You will be expected to adhere to our "6B's," which outline the fundamental expectations we have of every employee. Additionally, we rely on you to embody our HAWKS CODE culture, bringing it to life through your language, attitude, and actions.

Position Summary

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, organizational, project management, and communication support to the COO and Executive Leadership Team at Blackhawk Country Club. This role helps keep Club priorities organized, projects moving forward, information flowing, and leadership commitments on track.

The Executive Assistant coordinates administrative processes, prepares meeting materials and follow-up, maintains project plans and action-item trackers, and assists with clear, timely communications to members and employees. The role works across departments and requires sound judgment, discretion, strong writing skills, and the ability to anticipate needs, solve problems, and manage competing priorities in a busy private-club environment.

The ideal candidate is proactive, detail-oriented, highly organized, comfortable working with senior leaders, and able to turn conversations and decisions into clear next steps. This position is a trusted partner to the COO and a resource to the broader leadership team while maintaining appropriate confidentiality and professional boundaries.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Project Management & Strategic Initiatives: Maintain project plans, timelines, milestone trackers, and status updates for Club-wide projects and strategic priorities. Follow up with project owners on deadlines, risks, decisions, and next steps. Coordinate cross-departmental initiatives, special projects, capital projects, and operational improvements. Prepare concise updates and flag items requiring leadership attention.
• Executive Leadership Team Support: Coordinate leadership meetings, agendas, calendars, materials, minutes or decision summaries, and action-item tracking. Follow up on commitments and deadlines. Organize leadership retreats, planning sessions, presentations, and other meetings. Maintain records of key decisions and supporting documents.
• Administrative Support to the COO and General Manager: Manage scheduling, appointments, meeting logistics, correspondence, document preparation, and other administrative needs. Prepare reports, presentations, spreadsheets, briefing materials, and follow-up communications.
• Member Communications: Assist with drafting, editing, formatting, and coordinating member emails, newsletters, announcements, surveys, event updates, and other Club communications. Help ensure communications are accurate, timely, consistent with the Club’s voice, and coordinated with relevant departments. Track deadlines and route drafts for review and approval.
• Board, Committee & Governance Support: Assist with Board and committee meeting logistics, agendas, materials, minutes or action summaries, annual meeting preparation, governance calendars, and follow-up items as requested.
• Reporting, Data & Document Coordination: Compile updates from department leaders for dashboards, operating reviews, budget discussions, strategic planning, and leadership presentations. Maintain trackers, calendars, templates, and shared documents. Check materials for completeness, consistency, accuracy, and professional presentation.
• Cross-Department Coordination: Coordinate between the COO, department leaders, and staff on assigned projects and administrative matters. Schedule working sessions, document decisions, clarify owners and due dates, and help resolve coordination gaps. Interact professionally with employees, members, vendors, and other Club contacts.
• Event & Special Project Support: Assist with planning and logistics for leadership events, member meetings, Club-wide initiatives, staff events, and special projects. Coordinate timelines, invitations, materials, room arrangements, vendors, and follow-up as needed.
• Process Improvement & Proactive Support: Identify opportunities to improve administrative processes, project tracking, meeting effectiveness, and communication workflows. Anticipate needs, identify gaps early, recommend practical solutions, and communicate proactively when priorities or timelines change.
• Confidentiality & Professional Judgment: Handle sensitive business, financial, personnel, member, and governance information with discretion. Use sound judgment when managing access to information and determining when matters should be elevated to the COO or another leader.
• Other Duties: Perform other duties and special projects as assigned in support of the COO, Executive Leadership Team, and overall operations of Blackhawk Country Club.