Executive Administrative Assistant

Position Summary

We are seeking a highly organized professional and proactive Executive Administrative Assistant with experience in community association management to support executive leadership and assist with the daily operations of a residential resort community. The ideal candidate possesses exceptional communication skills strong administrative abilities and knowledge of HOA/condominium association operations board governance resident relations and property management practices.

This role requires discretion attention to detail multitasking capabilities and the ability to thrive in a fast-paced environment while maintaining excellent customer service for board members homeowners vendors and staff.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to executive leadership and community association management teams
• Manage calendars schedule meetings and coordinate appointments
• Prepare agendas board packets meeting minutes correspondence reports and presentations
• Maintain organized digital and physical filing systems
• Screen and direct phone calls emails and resident inquiries professionally and efficiently
• Assist with preparation and distribution of communications to homeowners and board members

Community Association Support

• Support HOA/condominium board meetings annual meetings and committee meetings
• Coordinate meeting logistics notices and compliance documentation
• Maintain association records in accordance with governing documents and state regulations
• Track contracts insurance certificates vendor documentation and renewal deadlines
• Assist with preparations of staff and homeowner training

Financial & Operational Coordination

• Assist with invoice processing research and budget tracking
• Prepare spreadsheets financial summaries and operational reports
• Coordinate maintenance requests and vendor scheduling
• Monitor project timelines and follow up on action items

Customer Service & Communication

• Deliver exceptional customer service to residents homeowners and board members
• Handle sensitive matters with professionalism diplomacy and confidentiality
• Respond to inquiries and resolve issues in a timely manner
• Draft professional correspondence and community notices

Qualifications

Required

• 35 years of executive administrative support experience
• Experience in community association management property management HOA condominium hospitality or real estate environments
• Strong knowledge of board governance processes and meeting coordination
• Excellent verbal and written communication skills
• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint Teams)
• Strong organizational multitasking and time-management skills
• Ability to maintain confidentiality and professionalism at all times

Preferred

• CMCA AMS certification familiarity preferred
• Experience with CINC community management software but not required
• Associates or Bachelors degree in Business Administration or related field
• Experience supporting executive-level leadership

Core Competencies

• Executive presence and professionalism
• Attention to detail
• Problem-solving and critical thinking
• Customer service orientation
• Ability to prioritize competing deadlines
• Strong interpersonal and relationship-building skills
• Adaptability and initiative

Working Conditions

• Primarily office-based with occasional attendance at evening and weekend board meetings or community events
• Ability to sit stand and work at a computer for extended periods

Benefits & Other Compensation:

This position includes eligibility for the following benefits subject to applicable plan terms:

• HealthcareBenefitsMedicalDental andVision coverage

• RetirementBenefits401(k) with employer match (19 years of age and older)

• Time Off Paid time off (PTO) and leaves of absence in accordance with applicable law and eligibility criteria

Eligibility for benefits and the specific terms conditions and offerings are governed by the applicable plan documents and company policies which may be amended at the Companys discretion.

Required Experience:

Junior IC