Executive Assistant

Onsite - Sun City Hilton Head
Bluffton, SC 29909, USA

Sun City Hilton Head is the largest active adult community located in the heart of the South Carolina Low country built on more than 5,000 acres. The property offers its 14,000 residents an engaging lifestyle to include three golf courses, fitness centers, indoor and outdoor pools, walking trails, sports park, performing arts center and crafts facilities. With more than 100 active clubs and groups, plentiful social and volunteer opportunities, a variety and abundance of activities, the beauty of the landscape and the high level of resident involvement make Sun City Hilton Head a premier active adult community.

Position Summary:

The Executive Assistant provides the General Manager with personalized secretarial and administrative support in a well‑organized and timely manner and provides the Board of Directors and Board Appointed Committees with administrative support, while protecting and maintaining the confidentiality of the information.

Position Responsibilities:

• Participates as a member of the senior management team in support of Sun City Hilton Head, the General Manager, the Board of Directors and the Board Appointed Committees to include assisting in scheduling and correspondence.
• Prioritizes and follows up on incoming issues and concerns surrounding the property and/or department needs.

Executive Director Responsibilities:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Drafts letters and documents, collects and analyzes information, initiates communication through the various methods available.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Welcomes guests and customers by greeting them in person or on the telephone, answering or directing inquiries and provides support to the front desk as requested by the General Manager.
• Maintains confidentiality while working on correspondence, minutes, or projects on behalf of the General Manager.
• Collects and analyzes data necessary to prepare reports, policies, presentations, and/or correspondence on behalf of and at the direction of the General Manager.
• Maintains filing systems for all documents produced on behalf of the General Manager.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and other means.
• Responsible for the overall organization and day‑to‑day needs of the Executive Office.
• Assists with all employee correspondence and coordinating meeting for staff and Board of Directors.
• Performs other related duties as assigned.

Board of Directors Responsibilities:

• Supports the Board of Directors and Board Appointed Committees by arranging meetings, working sessions, workshops, retreats, and training sessions as required by the governing documents or requested by the General Manager on behalf of the Board of Directors. Such arrangements may include room reservations, preparing presentations, obtaining required equipment and food service.
• Assists the General Manager in the preparation of the draft agendas for all meetings, working sessions, workshops, retreats, training, sessions, and other requested meetings of the Board of Directors.
• Records the minutes for Board meetings, and prepares action items resulting from Board Working Sessions.
• Maintains files for the Governing Documents of the Association, including Board correspondence and Board policies.
• Working knowledge of all Board Appointed Committees.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities:

• Ability to multitask, and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast‑paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet zoom and e‑mail systems.
• Ability to interact and work positively…