JOB DESCRIPTION
Administrative Assistant
The Oakville Club — Full-Time, In-Person
Reports to General Manager
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.
THE OPPORTUNITY
We are looking for a warm, creative, and organized Administrative Assistant to join our team and help bring The Oakville Club experience to life every single day. This is more than an administrative role — it is a connector role. You will be the first voice members hear, the person who keeps our management running smoothly behind the scenes.
If you thrive in a fast-paced, people-centered environment, love being part of a wellness, and sport community, and bring both organizational precision and creative flair to your work, we want to meet you.
KEY RESPONSIBILITIES
Management & Administrative Support
- Provide day-to-day administrative support to the General Manager and assist with administration for Management
- Manage calendars, coordinate meetings, and prepare agendas and minutes for management 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
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
- Support and assist with member onboarding, communications, and engagement initiatives
- Support the coordination and promotion of Club events, programs, and seasonal activities
- Help maintain member database accuracy and assist with membership renewals and updates
Communications & Creative Content
- Contribute to the creation of member newsletters, social media content, event signage, and Club communications
- Bring creative ideas for member programming, seasonal campaigns, and engagement initiatives
- Help maintain the Club's brand voice across all written and digital touchpoints
- Support the design and layout of promotional materials using tools such as Canva or similar platforms
WHAT WE'RE LOOKING FOR
Required Qualifications
- 2+ 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
Attributes That Will Set You Apart
- Creative mindset — you bring ideas and initiative to your work
- Genuine love of 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 strong asset
- Familiarity with design tools (Canva, Adobe) or content creation is an asset
WHAT WE OFFER
- Competitive salary of $55,000 – $60,000 annually, commensurate with experience
- Comprehensive benefits package including extended health, dental, and vision coverage
- A collaborative, supportive team environment with genuine pride in our Club culture
- Opportunity to grow within a respected private membership club
Pay: $55,000.00-$60,000.00 per year
Benefits:
- Dental care
- On-site parking
Work Location: In person
