Director of Communications & Graphic Design

General Purpose of the Position: 

 

Responsible for the coordination, creation and production of the major and minor publications of the Club and event advertising, providing insight into the optimum path to advertise member activities, as well as maintaining the image of the Polo Club internally and externally.  Also responsible for instituting multimedia communication avenues.  Ensure information is consistent, on time and of Polo Club standards for publications and in-house advertising.

 

Essential Duties and Responsibilities:

 

Responsible for the creation, direction, innovations and maintenance of the Polo Club Web site, including providing technical support for membership accessing the Web site.

 

Maintain individual user name/password security system for Web site.

 

Institute and maintain interactive components to provide more convenient avenues for the membership to communicate with the Club and their fellow members.

 

Develop and implement a ?one-stop? interactive forum for member needs including online billing, electronic payment transfer, Chelsea Golf & Tennis upgrades, online dining reservations, Intranet, etc.

 

Responsible for maintenance of member email addresses in the Membership system.

 

Responsible for broadcast email communication to the membership.

 

Responsible for all communication on network channels and for the video channel.Responsible for scheduling the filming of videos for network channels and production schedule of display of videos.

 

Act as Editor-in-Chief for Traditions Magazine including coordinating and editing articles; writing/editing articles for the General Manager, Polo News Page and providing creative writing and editorial services for all departments; ensure information is accurate, and supplement information as necessary ;create concepts and direct photographer for cover photos; provides editorial and artistic direction; and completes the proofing process.

 

Coordinate annual seasonal member mailing, providing prepress direction for concepts and produce the materials and arrange distribution to the membership.

 

Produce Resident Directory including obtaining, organizing and inputting member information; designing layout, proofing & making necessary corrections.  Coordinate advertising and conducting auction for premium spaces.

 Produce Calendar of Events including organizing events from all departments, and identifying any conflicts in events or possible omissions and notifying departments to rectify the situation. Track changes in events and additions to the schedule from previous years to provide the membership with the most accurate picture of events for the upcoming year.

 

Produce Club Handbook including tracking changes in policy from Department Heads and the Board of Governors throughout the year;  providing Departments with the modifications to their section(s) of the handbook based on changes made throughout the year, and working with them to finalize their policies; organizing and editing information from all departments.

 

Produce Cultural Arts Guide including editing and organizing information; providing artistic direction and proofing and tracking changes in events and additions to the schedule from previous years to provide the membership with the most accurate picture of events for the upcoming year.

 Produce other publications including the Tennis Guide, Social Guide, spa/clubhouse/golf course booklets, playbills, forms, brochures, reports, etc.

 

Edit General Manager?s letters to the membership; and provide editorial direction, writing and proofing of communications as requested for all Departments.

 

Responsible for Board of Governors yearly Photo Shoot.

 

Communicates updates in policy/events, and new information to all outlets of the Polo Club.

 

Maintains external email accounts for employees.

 

Maintains a record of all communications to the Membership from all departments.

 

Responsible for technical needs of the Club Services Department:  troubleshooting systems, providing software system direction and contacting additional support if necessary.

 

Assist members with their technical needs when asked.

 



Interact with the Technology Committee to fulfill their charter of Polo becoming a ?paperless society?.

 

Create and enforce communications policies, and assists staff and members daily to use the approved avenues to communicate their messages.

 

Assists Director of Club Services with Annual Meetings, Club Administration Reception, Membership, Administrative needs, payroll and department manager in her absence, and other duties as directed by the Director of Club Services.

 

Communicate with members, coworkers, management, staff, the general public, and others in a courteous and professional manner.

 

Conform with and abide by all regulations, policies, work procedures and instructions.

 

Respond promptly when returning telephone calls and replying to correspondence and faxes.

 

Computer Equipment and Software Requirements: 

 

This position requires the ability to work with a personal computer in a Windows environment.  Must be proficient in Word, Excel, Outlook and PowerPoint.   Software: Quark, Illustrator, Photoshop, FrontPage 2003, FTP client, .htaccess management, Adobe Acrobat, broadcast email (Worldcast), DSI ? channel 63 creation/scheduling software, Leightronix ? channel 38 video scheduling software, Microsoft Word, Excel, Publisher and membership/accounting software

Extensive general knowledge of PC systems, and file structure & formats; General knowledge of networking Knowledge of HTML, Javascript and Java Applets

 

Knowledge, Skills and Abilities Required:

 

Ability to communicate well orally and in writing.

 

Excellent command of the English language and grammar

 

Extensive knowledge and skills in writing, proofing, punctuation and elements of style

Graphic design, photography, pre-press and printing.

 

Knowledge in Web development and maintenance experience including broadcast emailing

 

Requires video and TV production experience.

 

Must be deadline oriented

 

Must be able to multi-task and think quickly. 

 

Ability to analyze data and prepare reports.

 

Ability to understand and carry out complex oral and written instructions.

 



Ability to interact professionally and maintain effective working relationships with superiors, coworkers, members, and others.

 

Ability to work in a fast paced environment with many interruptions.

 

Ability to be flexible and juggle many assignments or projects at the same time.



 

Ability to work long and unusual hours when necessary.

 

Interacting comfortably with all levels of staff in the organization.

 

Working efficiently in a stressful environment.

 

 

Education and Experience Required:

 

Bachelor?s degree plus a minimum of five years of related experience or any equivalent combination of related training and experience.  Previous club experience is preferred.