Executive Administrator

Job Description

Reports to:

General Manager

Work in a fast-paced, challenging team environment providing administrative support to immediate supervisor, Board of Directors, and other departments as needed.

• Provides confidential administrative support to General Manager/Admin team, including drafting and proofreading correspondence, daily monitoring of inbound and outbound mailboxes and mail.
• Using Associa software programs, perform vendor set‑up and maintenance, assist with homeowner accounts, respond to feedback, and related tasks.
• Plan and prepare for annual meetings, monthly board meetings, and special meetings; prepare copies, exhibits, notices, and secure meeting locations as requested.
• Provide administrative support for ARC meetings as needed.
• Create, update, and maintain reports including contract files, board reports, delinquency reports, work order reports, and violation reports.
• Receive and respond to resident phone calls and e‑mails for information, maintenance requests, or community issues within 24 hours; log calls into the Access system; submit service requests to maintenance staff; coordinate and update service appointments with residents and vendors.
• Update and maintain resident accounts, including owner notes and attorney status.
• Create and maintain a community and team calendar to track meetings, special events, property inspections, special projects, and other deadlines.
• Provide phone support at the reception desk as assigned.
• Prepare and assist with new homeowner welcome packets and conduct new homeowner orientations.
• Code and input all invoice reports from VMS for weekly check run.
• Ensure that all office supplies are ordered and inventory maintained.
• Perform other duties as assigned.

• Excellent people skills and a genuine enjoyment of working with others.
• Leadership ability and experience supervising others.
• Assertive, professional, and poised disposition; adaptable.
• Strong time‑management skills and high level of organization.
• Effective oral and written communication skills; ability to take meeting minutes, summarize key discussion points, and record verbatim motions and votes.
• Ability to establish and maintain positive working relationships with the Board, staff, residents, volunteers, and contractors.
• General understanding of governing documents, design guidelines, and meeting requirements for the association.
• Ability to maintain confidentiality of closed‑session material and personnel matters.

Work is conducted indoors in an office environment where the employee must sit or stand for long periods of time. The employee may be required to repetitively lift and move up to 40 lbs. The employee is required to talk and hear and have the ability to focus and attend to long periods of discussion while taking minutes.

At least two years’ experience as an Administrative Assistant or five years of comparable work experience. Strong computer skills with Microsoft Office and database software. Attention to detail required.

• World‑Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off / Holidays
• Wellness Incentives

• $55,000 – $60,000; direct experience highly considered.

EEO is the Law.