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Open nowPosted 42 days ago

Administrative & Executive Coordinator

Workable (global search)108,016 open roles

Where
Jacksonville, FL, United States
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Your applicationOpen nowAdministrative & Executive CoordinatorWorkable (global search) · Jacksonville, FL, United States

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 42 days ago

Workable (global search) median: 7 days open

The posting

About The June

The June is a next-generation hospitality company, community, and private members club, creating an elevated and modern experience of belonging in previously overlooked US markets. Our mission is to create unexpected and exceptional experiences in unique spaces.

The June's flagship club in Jacksonville, Florida, one of the fastest growing economies in the US, represents the first step in our mission to build membership clubs for cities of the future.

The June is backed by a global team of seasoned hospitality professionals, designers, and operators, and is dedicated to enriching members' lives through a focus on community, hospitality, design, and memorable experiences.

About the Role

The June is seeking a sharp, detail-obsessed Administrative & Executive Coordinator to keep the club's day-to-day operations organized, documented, and running smoothly. This role is the operational backbone behind the General Manager and leadership team, building and maintaining the forms, spreadsheets, correspondence, and systems that keep the club's membership, operations, and administration functioning at a high level.

The ideal candidate is highly organized, technically fluent, and comfortable managing a wide range of administrative responsibilities with discretion and polish. You'll be the person who turns a scattered request into a clean form, a messy spreadsheet into a usable tracker, and a full inbox into a manageable one, while keeping our membership and guest data current across PeopleVine and HubSpot.

Key Responsibilities

Documents, Forms & Reporting

  • Create, format, and maintain forms, checklists, and internal documents for use across departments (membership, operations, F&B, HR).
  • Build and maintain Excel/Google Sheets trackers, budgets, and reports, comfortable with formulas, pivot tables, and clean formatting.
  • Draft, proofread, and format correspondence, memos, proposals, and presentations on behalf of the General Manager and leadership team.
  • Maintain templates and version control so documents stay consistent and easy to find.

Systems & Data Management

  • Own day-to-day data entry and upkeep in PeopleVine, ensuring member records, applications, and statuses are accurate and current.
  • Manage and update HubSpot, including contact records, lists, pipelines, and campaign tracking, in coordination with Membership and Marketing.
  • Flag data discrepancies, duplicate records, and workflow gaps, and help implement fixes.
  • Support integration and hand-off of information between PeopleVine, HubSpot, and other internal systems.

Executive & Administrative Support

  • Prepare agendas, take meeting notes, and track follow-up action items.
  • Handle correspondence and act as a first point of contact for select internal and external inquiries.
  • Coordinate travel, vendor paperwork, invoicing, and other day-to-day administrative needs.

Membership & Operations Support

  • Support onboarding paperwork and communications for new members and new hires.
  • Assist with event-related administrative tasks, RSVP tracking, guest lists, and follow-up communications.
  • Maintain organized digital and physical filing systems for contracts, licenses, and club records.
  • Provide general administrative support to department heads as needed.

Requirements

Who You Are

  • Extremely organized, detail-oriented, and comfortable juggling multiple priorities without dropping the ball.
  • Tech-savvy and quick to learn new systems and software.
  • A strong, polished writer who can adapt tone across forms, emails, and internal documents.
  • Discreet and trustworthy with sensitive information.
  • Proactive, you spot what needs to be built, fixed, or updated before being asked.
  • Calm and unflappable in a fast-paced, high-touch environment.

Qualifications

  • 2+ years of experience in an administrative, executive support, or coordinator role, ideally within hospitality, private clubs, or a fast-paced service business.
  • Advanced proficiency in Microsoft Excel and/or Google Sheets (formulas, pivot tables, formatting).
  • Strong working knowledge of Microsoft Office / Google Workspace (Word, PowerPoint, Docs, Slides).
  • Experience with CRM and membership management platforms; direct experience with PeopleVine and/or HubSpot strongly preferred.
  • Excellent written communication skills, with a sharp eye for formatting and detail.
  • Ability to manage confidential information with discretion.

Preferred Experience

  • Experience supporting a executive, or senior leadership team directly.
  • Experience within a private club, luxury hospitality, or membership-based business.
  • Familiarity with basic bookkeeping, invoicing, or vendor management processes.

Key Competencies

  • Organization and systems thinking
  • Technical fluency (Excel, CRM platforms, Office/Google Workspace)
  • Written communication and attention to detail
  • Discretion and confidentiality
  • Proactivity and resourcefulness
  • Time management under competing priorities
  • Professionalism and executive presence

What Success Looks Like

  • Leadership and department heads can trust that forms, trackers, and documents are accurate, current, and easy to use.
  • PeopleVine and HubSpot data stays clean, current, and reliable for decision-making.
  • The club's administrative backbone runs quietly and efficiently, freeing leadership to focus on members and operations.

This is a foundational role for someone who takes pride in precision, organization, and making complex operations feel effortless. If you love building the systems that keep a business running smoothly, and want to do it inside one of Jacksonville's most exciting new hospitality ventures, we'd love to meet you.

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