Summary
The Activities Manager plans and executes activities for Stock Farm Club Members and Guests. This role proactively identifies groups planning visits and works with them in advance to coordinate their stay. The Activities Manager develops and maintains the Community Events Calendar and oversees all Youth Camp programming, including Youth Camp Counselors, contractors and vendors, and clinics and classes.
Essential Duties & Responsibilities
Member and Guest Activity Coordination
- Coordinates activities for groups of Members and Guests, working closely with the Lodging department to identify upcoming visitors.
- Proactively engages visiting groups before arrival to understand their interests and needs, including transportation, dining, shooting, horseback riding, spa, golf, grocery shopping, T-accounts, and other requested services.
- Communicates with Members and Guests about scheduled Stock Farm Club special events taking place during their stay.
- Works closely with other departments to schedule, reserve, and confirm desired activities.
- Monitors group travel plans and adjust schedules or reservations as needed.
- Checks in with groups throughout their stay to make activity adjustments and ensure a smooth experience.
- Keeps other departments informed of each group’s sponsoring Member, group size, visit dates, and planned activities.
Planning, Tracking, and Communication
- Uses appropriate software or tracking tools to organize group information, schedules, activity requests, and follow-up needs.
- Follows up with visiting groups approximately 6 weeks, 4 weeks, and 2 weeks before arrival.
- Maintains clear internal communication so all relevant departments are prepared for upcoming member and guest activity needs.
Youth Activities and Camps
- Prepares the Youth Camp department budget.
- Works with the Director of Member Services to develop and program Youth Camp curriculum.
- Interviews and hires Youth Camp Counselors and activity providers and ensures they follow approved plans.
- Executes all Youth Activities and Camps in partnership with the Director of Member Services.
- Completes end-of-season reviews for all seasonal staff working under Youth Activities.
- Maintains accurate records of camp attendance.
- Bills Members for Youth Camp participation at the end of each week through Club Essentials.
- Uses the computerized camp reservation system to manage registrations and pay activity providers.
Activities, Outings, and Provider Relationships
- Plans and executes special activities and outings for Members throughout the season, including children’s activities, family outings, and guided hikes.
- Proactively coordinates Darby Rodeo reservations and ticketing, and provides on-site support at each rodeo to ensure Members and Guests are welcomed, receive their tickets, and are guided to the appropriate location.
- Develops and maintains strong relationships with activity providers such as yoga instructors, hike leaders, dance teachers, and music teachers.
- Builds and maintains relationships with community organizations such as the Forest Service, Teller Refuge, and Montana Fish, Wildlife & Parks.
Community Calendar and Member Resources
- Develops and maintains a comprehensive seasonal Community Events Calendar featuring activities outside Stock Farm, including farmers markets, art events, theater performances, and other local opportunities.
- Keeps the Community Events Calendar updated on the website and app and make it available through Concierge.
- Prepares and updates Member reference materials, including maps, restaurant and parks lists, fly fishing information, on-property activity information, and other relevant resources.
- Builds and maintains relationships with recreational activity vendors within the community to streamline and connect Members with recreational activities, such as fly-fishing, whitewater rafting, hiking & hunting guides, etc.
Additional Duties
- Assists Lead Youth Camp Counselors with activities and activity planning.
- Assists in organizing, coordinating and transporting lunch for Youth Camps.
- Assists in transporting kids to each location as appropriate/authorized.
- Assists in creating end-of-day and incident reports with Lead Youth Camp Counselors.
- Assists with assuring campers are always at the correct locations.
- Assists with maintaining and updating camp registration forms.
- Assists with communicating with Youth Camp parents.
- Assists Director of Member Services with any requested special projects.
- May perform other duties as assigned.
Minimum Education & Experience
- High school diploma or equivalent.
- Preferred: College degree or equivalent.
- Required: At least 2 years’ proven experience as Lead Youth Camp Counselor, childcare/early education provider, parks & recreation counselor, or similar role.
- Preferred: Experience in a private club.
- Preferred: Knowledge of or experience in the hospitality industry and/or private clubs.
- Preferred: Prior satisfactory performance as a team member of the Stock Farm Club in this or a related position.
Knowledge, Skills & Abilities
- Ability to develop and maintain communications and relationships with parents and their children as it relates to the Youth Camp program.
- Knowledge of outdoor activities, i.e., camping, hiking, canoeing, or caving.
- Ability to follow written and oral directions.
- Ability to multi-task, prioritize responsibilities and to work independently.
- Ability to follow standard operating procedures and to work quickly and efficiently.
- Ability to maintain personal hygiene.
- Ability to be flexible and adaptable in highly fluid and dynamic environment.
- Ability to communicate effectively orally and in writing with diverse audience.
- Ability to work with a team and interact with others in a professional and courteous manner.
- Ability to maintain the confidentiality of Stock Farm Club and member and guest information.
- Ability to maintain professionalism and image of the Stock Farm Club.
- Ability to lift to 50 pounds.
Additional Requirements & Documentation
- Must be able to pass employment background check and motor vehicle record checks.
- Must possess valid driver’s license in accordance with the laws of the State of Montana; must be insurable under the company’s auto insurance policy.
- Must be able to work variable schedule or irregular hours to include last-minute scheduling needs/changes and working split shifts based on needs of the Club operations and scheduled events.
- Must be able to work holidays, weekday, weekend, and evening/late evening hours as required.
- Ability to work outside in adverse weather conditions as needed and to walk on uneven ground.
- Ability to perform same-day travel on Stock Farm Property and within local geographic region.
Environmental & Physical Conditions
General physical activities. Work involves long periods of walking, standing, use of arms and legs, and movement of the entire body. Work includes running; hiking; climbing; lifting; balancing; walking; stooping; pulling and pushing; kneeling, and bending; and safely lifting and carrying items up to 50 pounds. Work involves walking on uneven and slippery surfaces. Must be able to perform physical activities of the camp schedule such as hiking, running, and carrying equipment/children.
