Administrative Assistant

Administrative Assistant

Associa Community Group is hiring a full time Administrative Assistant to support its large-scale community in Williamsburg.

The Administrative Assistant provides high-level administrative and organizational support to the Staff and Board of Directors. This position is responsible for coordinating Board and governance activities, maintaining official Association records, administering property transfers and annual elections, assisting with owner communications and collection activities, and providing administrative support to management.

The position requires a high degree of organization, accuracy, confidentiality, professionalism, and customer service. The Administrative Assistant serves as an important administrative liaison between the Association, Board of Directors, homeowners, management and committees.

Board and Governance Administration

• Coordinate and maintain the annual schedule of Board of Directors meetings and other Board-related activities.
• Prepare and distribute Board meeting agendas, meeting packets, reports, and supporting materials in coordination with the Executive Director and Board President.
• Serve as Recording Secretary to the Board of Directors.
• Prepare accurate minutes of Board meetings and distribute them in accordance with Association procedures.
• Maintain the Association's official Board minutes, resolutions, and governance records.
• Update the Association's Resolutions Book following Board actions.
• Maintain current and organized governing documents, Board minutes, resolutions, resale information, and other official records within the Community Archives.
• Conduct a monthly review of designated Association records to ensure information is current, complete, and properly maintained.
• Coordinate administrative support for the Board, including meeting scheduling, communications, room reservations, materials, and other related needs.

Annual Election Administration

• Coordinate and administer the Association's annual election process in accordance with governing documents and established procedures.
• Prepare election notices and related communications.
• Coordinate mailings, ballots, electronic voting through VoteHOANow, and other election materials.
• Maintain election records and coordinate ballot counting and certification procedures.
• Work with management, election vendors, legal counsel, and other parties as necessary to ensure the election process is conducted accurately and in accordance with Association requirements.

Owner Records and Property Transfers

• Process administrative requirements associated with property transfers following settlement.
• Update Association ownership and contact records following completed settlements.
• Maintain accurate owner records and related documentation.
• Respond to owner requests for Association records and administer applicable record-request procedures and fees in accordance with Association policy and Virginia law.
• Provide professional and timely customer service to homeowners, residents, Board members, and other members of the community.

Collections Administration

• Monitor delinquent owner accounts in coordination with the Association's finance and management functions.
• Assist with communications and administrative follow-up regarding delinquent accounts.
• Prepare and coordinate the transfer of qualifying delinquent accounts to the Association's collection attorney in accordance with established procedures.
• Serve as an administrative liaison with the Association's collection attorney and maintain appropriate documentation and correspondence.
• Maintain confidentiality regarding owner accounts and collection matters.

Executive and Management Support

• Provide administrative assistance to the Executive Director on projects and assignments.
• Coordinate meeting rooms, calendars, communications, materials, mailings, copies, and other administrative requirements for the Executive Director.
• Assist the members of management with administrative projects as assigned.
• Assist parcel managers with administrative functions, including mailings, meeting scheduling, room reservations, communications, and related activities.
• Prepare correspondence, reports, spreadsheets, presentations, and other administrative materials as required.
• Assist with special projects and Association initiatives as assigned.

Confidentiality

• Maintain strict confidentiality regarding homeowner accounts, collections, Board and committee matters, personnel information, legal matters, executive management discussions, and other…