We are seeking a detail-oriented and service-driven Membership, Marketing & Communications Assistant to join the Administration team at Donalda Club. Reporting to the Membership Sales Manager and the General Manager, this role provides administrative, communications, and governance support to the Board of Directors, Membership Committee, and Club leadership.

This position plays an important role in member engagement, internal communications, and the smooth administration of membership services and Board-related activities.

What You'll Be Doing: 

Communications

• Coordinate the production and distribution of the Sundial newsletter, including gathering content, writing and editing articles, and ensuring timely delivery
• Create and distribute email communications from the Board and General Manager
• Provide backup support to the Marketing & Communications Specialist for member emails, website updates, and social media posts as required
• Prepare and distribute in memoriam notices
• Assist with archival and historical requests

Membership Services

• Respond to member inquiries regarding membership status and activity registration
• Communicate Board decisions related to membership
• Assist members with website registration and access
• Maintain member and staff access to booking systems and digital platforms
• Identify and facilitate eligible membership category changes
• Assign lockers, maintain locker inventory, and prepare locker labels
• Coordinate debenture redemptions with members and administration
• Support prospective and new members through tours, orientations, and materials, as needed
• Coordinate new member welcome receptions in collaboration with Operations
• Build and administer the reciprocal club program and track reciprocal usage
• Prepare monthly member count reports, category change reports, and other analytics
• Maintain accurate and up-to-date member files

Board & Membership Committee Support

• Coordinate the Annual General Meeting (AGM) and Town Hall meetings, including agendas, meeting packages, minutes, and distribution
• Coordinate the creation of the Annual Report
• Prepare the annual Fee Schedule for the President’s Letter and website
• Assemble and distribute Board meeting materials; attend meetings and record minutes
• Coordinate Board and Committee events and appreciation functions
• Prepare Board orientation packages and coordinate the annual Board photo
• Maintain committee mandates, minutes, and Past President records
• Support the Membership Committee with meeting coordination and minutes
• Update and maintain membership policies and House Rules
• Order and maintain office supplies for the administration office
• Act as point person for office equipment, including troubleshooting and service calls
• Maintain adequate stock of stationery and administrative supplies
• Perform other administrative duties as required

What We Are Looking For:

• University degree or diploma in hospitality, communications, English, or a related field
• 3–5 years of related work experience
• Excellent written and verbal communication skills with strong grammar and attention to detail
• High level of computer literacy, including Microsoft Word and Excel
• Experience creating content for multiple platforms, including email and social media
• Strong organizational and time-management skills with the ability to manage multiple deadlines
• Demonstrated discretion and ability to maintain strict confidentiality
• Creative, adaptable, and solutions-oriented with a “can-do” attitude
• Ability to work both independently and collaboratively
• Knowledge of governance processes considered an asset
• Photography and/or videography skills considered an asset
• Private club experience considered an asset
• Available to work evenings and weekends as required
• Punctual, reliable, and detail-oriented