Administrative Assistant - Nautilus

Nautilus 220 is a luxury waterfront condominium community located in Lake Park, Florida, offering elevated residential living with resort-style amenities, marina access, and a hospitality-driven resident experience. Managed by Black Briar Management, the property combines upscale service standards with modern operational excellence.

Black Briar Management (BBM) is a rapidly scaling hospitality-focused property management company whose portfolio spans traditional condominiums, condo-hotels, multifamily communities, commercial real estate, and mixed-use assets across South Florida.

At Nautilus 220, the Administrative Assistant helps create a seamless resident and team experience through organization, communication, and administrative support.

The Administrative Assistant is the operational and organizational backbone supporting the day-to-day administrative functions of Nautilus 220. This role is responsible for ensuring seamless coordination across departments, maintaining executive-level organization, and supporting leadership and onsite operations through highly polished administrative execution.

This is a detail-intensive position requiring exceptional professionalism, discretion, and the ability to manage multiple priorities simultaneously within a luxury residential and hospitality-driven environment. The Administrative Assistant serves as a central communication and coordination point for residents, vendors, contractors, onsite teams, and executive leadership while helping maintain the elevated standards and operational precision that define the Nautilus 220 experience.

The ideal candidate is proactive, highly organized, service-oriented, and capable of anticipating needs before they arise. This individual thrives in a fast-paced luxury environment where excellence, presentation, responsiveness, and follow-through are expected at every level.

• Executive & Administrative Support: Provide direct administrative support to onsite leadership and department heads, including calendar management, meeting coordination, document preparation, expense tracking, reporting support, and operational follow-up. Maintain absolute professionalism, confidentiality, and accuracy in all administrative functions.
• Scheduling & Calendar Coordination: Coordinate appointments, meetings, vendor schedules, conference room bookings, and operational calendars with precision and efficiency. Anticipate scheduling conflicts and proactively adjust priorities to ensure seamless daily operations.
• Resident & Vendor Communication: Serve as a professional point of contact for residents, vendors, contractors, and internal teams. Draft, manage, and distribute polished written communications, notices, reports, meeting summaries, and operational updates that reflect Nautilus 220’s luxury service standards.
• Records & Document Management: Maintain organized and up-to-date digital and physical filing systems, operational records, vendor agreements, invoices, compliance documentation, resident communications, and internal reports. Ensure all information is accurate, secure, and easily accessible when needed.
• Operational Coordination: Support daily office and property operations by coordinating service requests, vendor appointments, deliveries, office supply management, and departmental administrative needs. Ensure operational tasks are completed efficiently and without disruption to the resident experience.
• Meeting & Event Support: Coordinate logistics for leadership meetings, resident events, wellness programming, community activations, and internal operational meetings. Prepare meeting materials, manage RSVPs, coordinate vendors and catering, and provide onsite support during events and activations.
• Vendor & Contractor Administration: Maintain communication with vendors, contractors, and service providers regarding scheduling, documentation, invoicing, insurance compliance, and operational coordination. Track vendor records and ensure all administrative follow-through is completed promptly and accurately.
• Front-of-House Administrative Assistance: Support concierge and front-of-house operations during peak periods by assisting with resident communications, visitor coordination, package tracking, and hospitality-related administrative functions while maintaining luxury-level presentation standards.
• Reporting & Data Tracking: Assist leadership with operational reporting, payroll support documentation, budget tracking, invoice processing, project coordination, and data management. Maintain organized tracking systems and ensure reporting deadlines are consistently met.
• Continuous Improvement: Identify opportunities to improve administrative workflows, communication processes, and operational organization. Contribute ideas and solutions that enhance efficiency and support the continued growth of Nautilus 220’s luxury residential experience..

• 2+ years of experience in administrative support, executive assistance,…