Executive Assistant

Posted 20 January by Savant Recruitment
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Executive Assistant

Situated in a stunning location on the edge of Richmond Park, Ham Polo Club is 25 acres of beautiful scenery next door to the National Trust’s Ham House. If you enjoy beautiful scenery, horses, wellington boots and being away from the hustle and bustle of town life, this is the perfect work environment for you. The season is busy from May to September and quieter October to February when we work on the sales and improvements for the upcoming year. It is an annual role, full time March-September and part time in the off-season October- February; off season hours have potential for growth dependent upon business needs. Working Sundays is a key part of the role; availability for this is a requirement.

Seasonal Working Schedule:

1st March- 30th September: 5 days per week- Weds, Thurs, Fri, Sun and a Tues or Sat

15th October- 15th February: 2 days per week- Tues, Weds (some flexibility for working days)

Key skills for role: personable & friendly, discreet, highly organised, flexible, team orientated, ability to work calmly under pressure, process driven and attention to detail.

Other benefits:

  • Complimentary team allocated parking at the Club; on local bus route from Richmond station

  • Two annual Social Membership badges with reciprocal arrangements included

  • Use of small gym, local walks & running routes

  • Two Complimentary Tickets to Friday Night Polo Parties (total 4 complimentary tickets with

  • badges)

Assistant to Board & Directors:

  • Coordinate monthly board meetings and distribute minutes

  • Coordination annual AGM and distribution of pre-meeting documents

  • Debenture sales and administration

  • Administrative support to Managing Director and Company Secretary

Club Communication & Office Management:

  • Manage office telephones and general club email addressed enquiries

  • Manage paper mail, photocopier, stationery, office orders and deliveries

  • Promote membership and all other products at the Club

  • Distribute membership and events packs as required for sales and marketing purposes

  • Support yearbook administration and distribution

  • Assist with day-to-day financial administration: invoicing, debt processing, filing, reconciliation, contractors

  • Assist MD with general administrative support as required

Coordination of Clubhouse & Office Service Providers:

  • Booking of all Clubhouse & office service providers for the Club facilities

  • Direct service providers on site as necessary; ensure work invoiced is work carried out

  • Act as Key holder for all facilities

  • Oversea grooms’ accommodation with Head Groom including check in/out

  • Recruitment and management of stewards for the polo season

  • Coordinate merchandise and internal prize provision

Clubhouse, Members & Sundays:

  • Collate bookings for weekend polo and ensure caterer is kept up to date

  • Administration and coordination club member events including sales, tickets, attendance

  • Act as HPC representative for Clubhouse and members in a proactive and friendly manner

  • Gather feedback from members in an impartial and confidential manner

Sundays:

  • To proactively engage with members & guests and promote the Club and Clubhouse

  • Oversee picnic operations: payment systems, parking logistics, signage, operational team

  • Ensure that all members facilities are prepared and ready for opening

  • Print and deliver match information to Clubhouse

  • Liaise with stewards on guests lists and entry prices & procedures

  • Clubhouse reception welcoming members and guests, using membership system and taking payments as appropriate; collating income data for analysis

Health & Safety:

  • Update and maintain health & safety and fire policies, monitor completion of weekly checks. Health and safety is of paramount importance to the Club

  • Ensure Managing Director is informed of any accidents and all appropriate documentation is completed and filed appropriately for inspection

  • Print and distribute all manuals as necessary

Reference: 41796993

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