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The Athenaeum is a private membership club on the beautiful campus of Caltech in Pasadena, California. Caltech, founded in 1891, is a world-renowned center of scientific study that ranks among the best universities in the world.
The club was founded in 1930 as a gathering place for Nobel Laureates, faculty, and scholars to stimulate friendship and the exchange of ideas about science, art, and literature. Today, 90 years later, The Athenaeum continues to serve faculty, staff, students, and select community members as they gather to dine, celebrate, and entertain.The Athenaeum serves approximately 3,900 members, offering dining, private and special events, and lodging. The club is recognized as a Platinum Club of America confirming its place among the top 50 private clubs in the country.
The Membership and Guest Relations Coordinator will perform moderately complex functions of administrative support. Under direct supervision, the successful candidate will provide administrative support to the office of the Director, Hotel Operations and Membership and the General Manager. Requires knowledge, interpretation, and adherence to internal processes and Institute and Athenaeum policies and procedures.
Applies advanced knowledge in assisting with day-to-day activities of the Hotel Front Desk; duties include registering hotel guests (at check-in and check-out), assisting in answering and handling member requests from phone calls by booking rooms, dining, and tennis reservations.
Drives The Athenaeum's social media program via Facebook and Instagram. Produces and sends email blasts and other marketing materials to members.
May review the work of front office staff as it relates to membership communication to ensure that the membership module of Northstar is kept up-to-date. Maintains membership databases.
May develop innovative measures and ideas outside of standard procedures to improve and update The Athenaeum website. Strong creative writing and website manipulation and development capabilities required. Will collaborate with various departments to obtain information required for the website. Maintains the website current at all times.
Prepares for and attends some club functions as needed to ensure successful member satisfaction and member marketing outreach; i.e. New Member Orientation.
Assists in updating and maintaining Athenaeum photographic archives of the property and club events. Attends all or part of club events for this purpose.
Plans, organizes, coordinates, and attends membership promotional activities by providing support to membership campaigns and club marketing efforts; assists with all efforts and preparations required to undertake a successful membership campaign.
Independently handles writing content, photographic elements, and layout necessary for the timely mailing of The Update, the club's monthly newsletter, via post and electronic methods. Ensures all contributing parties meet deadlines.
Assists in any other tasks as assigned by the General Manager and the Director, Hotel Operations and Membership.
BA or equivalent and a minimum of three years of progressively responsible administrative support experience.
Must possess excellent communication (verbal/written), interpersonal, and organizational skills.
Must be proficient in typing, MS Word, Excel, PowerPoint, and Outlook, and manage social media platforms such as Facebook, Instagram, Twitter, etc.
Must be a self-starter and able to prioritize multiple tasks, work with minimal supervision, exercise good judgment, and be highly motivated and detail oriented.
The successful candidate will be flexible and have the ability to multi-task and exercise critical thinking skills.
Willing to work flexible hours as this position entails working evenings, weekends (Saturday and/or Sunday) and holidays. Coverage of Front Desk as necessary and required.
Business attire required in this position.
Work experience in the Hospitality industry is an advantage.
Knowledge of Publisher and Website management a plus.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.