Administrative Assistant

The Oakville Club — Full-Time, In-Person

Department: Administration

Reports To: General Manager

Works Closely With: General Manager & Leadership team

Employment Type: Full-Time, In-Person

Location: Oakville, Ontario

ABOUT THE OAKVILLE CLUB

The Oakville Club is a vibrant private membership club at the heart of our community, a place where sport, wellness, and genuine connection come together. We are a dynamic tennis and sports club whose members are passionate about their health, their game, and the people they share the courts with.

Our Vision: the Club where belonging is cultivated, activity is a way of life, and every generation finds its place.

Our Mission: to bring people together, through sport, wellness, and good company, in a place that feels like home. We honour what makes us distinctly Oakville, while welcoming the next generation to make it their own.

POSITION SUMMARY

Reporting to the General Manager, the Administrative Assistant provides day-to-day administrative support to the General Manager and Leadership team while serving as a key point of contact for members and guests. The role combines executive-level administrative work such as calendar management, Board and committee meeting support, correspondence, and minute taking. Front-line member service and creative lead for Club communications and programming.

The position regularly handles confidential information relating to members, staff, and Club governance, and requires a high degree of discretion, professionalism, and sound judgment. The Administrative Assistant works closely with all departments: food and beverage, fitness, racquets, facilities, and member services, to keep information flowing and daily operations running smoothly.

KEY RESPONSIBILITIES

Leadership & Administrative Support

- Provide day-to-day administrative support to the General Manager and Leadership team

- Manage calendars, coordinate meetings, and prepare agendas and minutes for leadership and Board meetings

- Draft, proofread, and distribute internal and external correspondence, reports, and presentations





- Maintain organized filing systems and ensure accurate record-keeping across club operations

- Support special projects, strategic initiatives, and operational priorities as directed by leadership

- Coordinate Board and committee meeting logistics, including scheduling, room bookings, distribution of meeting packages, and follow-up on action items

- Track deadlines and deliverables for the Leadership team, providing reminders and status updates on outstanding items

- Handle incoming and outgoing mail, courier shipments, and general office correspondence

Member Relations & Engagement

- Serve as a welcoming and professional first point of contact for member inquiries — in person, by phone, and by email

- Build genuine relationships with members, anticipating needs and delivering service that reflects our Club's values

- Assist with prospective member tours and inquiries

- Help maintain member database accuracy and assist with membership renewals and updates

- Respond to routine member questions about Club hours, programs, bookings, and policies, escalating complex matters to the appropriate manager

- Log and track member feedback and concerns, ensuring timely follow-up by the appropriate department

Communications & Creative Content

- Lead the creation of member newsletters, social media content, event signage, and Club communications

- Manage and create ideas for member programming, seasonal campaigns, and engagement initiatives

- Maintain the Club's brand voice across all written and digital touchpoints

- Drive the design and layout of promotional materials using tools such as Canva or similar platforms

- Facilitate the Club's communications calendar and coordinate timelines for newsletters, notices,



and event promotion

- Post approved content to the Club's website, member portal, and notice boards, ensuring information is current and accurate

Office & Operations Support

- Order and manage office supplies and coordinate service calls for office equipment

- Provide basic administrative support to the Finance team, such as gathering invoices and preparing documents

- Assist with event registrations, sign-in lists, and administrative setup for Club events and programs

- Provide occasional coverage at the front desk or for Member Services as needed

QUALIFICATIONS

Required Qualifications

- 3+ years of experience in an administrative, office coordinator, or member/customer-facing role

- Exceptional written and verbal communication skills — professional, warm, and polished

- Strong organizational skills with the ability to manage competing priorities and meet deadlines

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

- High degree of professionalism, discretion, and confidentiality

Preferred Attributes and Assets

- Creative mindset — you bring ideas and initiative to your work

- Enjoys people and community — members will feel it when they interact with you

- Passion for health, sport, and wellness aligns with our Club culture

- Comfortable working in a dynamic environment where no two days are the same

- Experience in a private club, hospitality, recreation, or sports organization is a robust asset

- Familiarity with design tools (Canva, Adobe) or content creation is an asset

WORKING CONDITIONS

- Full-time, in-person role based at the Club in Oakville, Ontario

- Standard weekday office hours, with occasional evening or weekend hours required for Board meetings and Club events

- Work is performed primarily in an office setting and involves extended periods of computer use, with regular movement throughout the clubhouse

Pay: $58,000.00-$62,000.00 per year

Benefits:

- Dental care
- Extended health care
- Vision care

Work Location: In person

📌 Administrative Assistant (Oakville)
🏢 The Oakville Club
📍 Oakville