Executive Assistant to the Chief Operating Officer (COO)

Martis Camp•Truckee, CA

1d•$80,000 - $110,000•Onsite

About The Position

For more than two decades, Martis Camp has been recognized as one of the premier private communities in the Tahoe region—where families and friends gather to enjoy an exceptional mountain lifestyle defined by world-class amenities, natural beauty, and a strong sense of community. Located in Truckee, California, Martis Camp encompasses a collection of fine amenities, including the Camp Lodge, Family Barn, Beach Shack, Lost Library, and a Tom Fazio-designed golf course. The Club provides a four-season experience with recreation, dining, wellness, and outdoor adventure woven into every aspect of daily life. POSITION SUMMARY : The Executive Assistant provides high-level administrative and operational support to the Chief Operating Officer (COO) and the Martis Camp Club Board of Directors. This role serves as a key partner to the COO, helping manage priorities, streamline the flow of information, and ensure effective coordination, alignment, and follow-through across leadership initiatives. The position requires exceptional organization, sound judgment, and the ability to anticipate needs in a fast-paced, high-expectation environment. The ideal candidate is detail-oriented, proactive, and professional, with the ability to interact confidently with senior leadership, Board members, and key stakeholders while maintaining the highest level of discretion. Occasional evening and weekend availability may be required based on operational needs.

Requirements

Strong understanding of administrative and executive support best practices.
Knowledge of governance best practices and applicable regulations
Meeting coordination, agenda preparation, and minute-taking.
Office management systems, scheduling tools, and document organization.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines
Strong written and verbal communication skills with a professional executive presence
Demonstrated ability to anticipate needs, exercise sound judgment, and proactively solve problems
Ability to work independently with a high level of ownership and accountability
Professionalism, discretion, and diplomacy when working with executives, board members, and club members
Strong collaboration skills and ability to build effective working relationships
Ability to remain poised and effective in a fast-paced or high-pressure environment
Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Experience with collaboration platforms such as Microsoft Teams, Zoom, SharePoint, and cloud-based document systems
Familiarity with project tracking tools
Proven experience as an Executive Assistant or in a comparable senior executive support role.
Demonstrated experience coordinating and managing projects, including timelines, deliverables, and cross-functional communication
Ability to sit for extended periods while working at a computer.
Occasional lifting of up to 20 lbs. (e.g., meeting materials, office supplies).
Ability to move between office spaces and meeting rooms.
Must be able to work on-site at Martis Camp Club and occasionally assist during events

Nice To Haves

Basic understanding of hospitality, private club, or luxury service environments (preferred).
Associate's degree or higher preferred, or Three to five years of experience in corporate, private clubs, or luxury hospitality service environments, or similarly high-touch organizations, preferred.
Familiarity with board governance processes, including agenda preparation and minute-taking best practices.

Responsibilities

Proactively manage the COO’s daily, weekly, and long-range commitments to ensure sustained focus on strategic priorities.
Coordinate and track key priorities, initiatives, deadlines, and follow-ups to ensure timely execution.
Draft and send communications on behalf of the COO, reflecting appropriate tone, intent, and professionalism.
Prepare and coordinate meetings and events as needed.
Anticipate scheduling conflicts, preparation needs, and follow-up requirements.
Support and coordinate executive-level projects, including tracking milestones, coordinating stakeholders, and ensuring completion.
Provide executive-level coordination and administrative support to senior leadership, including the CFO, Senior Director of Operations, and Director of Human Resources.
Coordinate executive and cross-functional meetings, including agendas, materials, and logistics.
Track action items, commitments, and deadlines resulting from leadership meetings.
Support leadership retreats, planning sessions, and key organizational events.
Assist with special projects, events, and cross-functional initiatives as assigned.
Maintain a working knowledge of MCC governance structure, bylaws, and leadership processes.
Support the COO in organizing Board and committee meetings, including agenda development, materials, logistics, and minutes.
Serve as a liaison to the Club’s Board of Directors, ensuring timely, accurate, and professional communication.
Coordinate Board calendars, document distribution, and follow-up on action items.
Support internal (Ambassador) and external (Member) communications, including drafting and coordinating the distribution.
Maintain highly organized digital and physical filing systems with strong version control.
Support governance processes and maintain organized Board records.
Provide limited operational support during peak periods or staff absences to ensure continuity of member service.
Assist with new member welcome visits and orientations as needed.
Other duties as assigned by the COO.