Executive Assistant / Accounts Payable

CAROLINA YACHT CLUB

50 East Bay Street | Charleston, SC 29401

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Executive Assistant / Accounts Payable

Full-Time | Salary / Exempt | Reports to Controller

About the Role

Carolina Yacht Club is seeking a sharp, self-motivated Executive Assistant / Accounts Payable professional to join our finance and administrative team. This is a position for someone who takes genuine ownership of their work — not just completing tasks, but actively looking for ways to improve processes and add value. You will serve as a critical link between the General Manager, Executive Committee, Controller, and our member community, while also providing essential accounts payable support to the accounting office.

If you thrive in a fast-paced environment, communicate with professionalism and confidence, and are the kind of person who asks for more work when your plate is clear — we want to hear from you.

What You'll Do

Accounts Payable & Accounting Support

• Process all accounts payable transactions when the lead A/P staff member is unavailable
• Reconcile and submit the Visa bill monthly by the 6th of the following month
• Reconcile and balance the banquet UBI report back to Jonas by month-end
• Manage invoices in Plate IQ / Ottimate, including resolving items flagged in 'Needs Attention'
• File paid and unpaid invoices; research missing or incorrect invoices
• Receive inventory in Jonas; enter inventory counts on the 1st of each month
• Organize the Monthly Journal Entry Book
• Process at-cost club events, remove inventory, and create inventory count sheets
• Assist with bank reconciliation and balance sheet reconciliation as needed
• Conduct monthly house bank counts
• Support the Controller and accounting office on various ad hoc projects

Executive & Committee Liaison

• Serve as the primary contact and liaison for all Club Committees
• Schedule, prepare agendas and reminders, and coordinate all Executive Committee meetings
• Gather, save, and distribute meeting minutes
• Coordinate Executive Committee gifts and special events including the Annual Meeting, Past Commodores Meeting, and Commodores Ball
• Coordinate photography and support the Annual Report, Membership Book, and New Member Handbook in partnership with Communications
• Build and deliver PowerPoint presentations for the Executive Committee retreat and other Club functions
• Assist with Club events including CYC Regatta and other signature programs

New Member Administration

• Manage all new member applications from receipt through onboarding
• Work directly with the Vice Commodore and member sponsors throughout the application process

What We're Looking For

Required Technical Skills

• Accounting experience — this is non-negotiable; A/P background strongly preferred
• Minimum 4 years of Excel experience, including Pivot Tables and data analysis
• Proficiency in Smartsheet for project tracking and reporting
• Microsoft Office Suite (Word, Outlook, PowerPoint)
• Familiarity with AI tools and a willingness to leverage them in daily work
• Experience or aptitude with Jonas (POS / back-office), Plate IQ / Ottimate, or similar systems

Who You Are

• A self-starter who identifies what needs to be done without being told — and does it
• Someone who, when their task list slows down, seeks out additional responsibilities rather than filling time
• A clear, professional communicator who can engage comfortably and directly with leadership, colleagues, and club members
• Someone who takes pride in representing an organization with high standards and acts accordingly
• A problem-solver who approaches challenges with initiative and follow-through
• Detail-oriented, well-organized, and able to manage competing priorities without losing accuracy
• A collaborative team member who contributes positively to the office environment
• Adaptable, dependable, and committed to growing in the role over time

What Success Looks Like

In this role, success is not about simply completing a checklist. The right person will take the initiative to understand how their work fits into the larger picture, build strong working relationships with leadership and committees, and continuously look for ways to improve how things are done. We are not looking to micromanage — we are looking for someone who takes ownership, communicates proactively when they need resources or clarity, and grows the position into something they are genuinely proud of.

Work Environment & Physical Requirements

• Professional club environment with a moderate noise level
• Prolonged periods of seated desk work
• Occasional physical requirements: reaching, bending, stooping, standing, and lifting up to 40 lbs

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application …