Administrative Assistant

Administrative Assistant

The Club at Ibis - West Palm Beach, FL 33412

Description

The administrative assistant provides essential administrative support to ensure efficient coordination and documentation of board and committee activities. This role focuses on internal compliance, record maintenance, and meeting logistics to support the organization's operational goals.

Essential Duties and Responsibilities

1. Arranges, facilitates, and communicates virtual meetings for Board of Directors, Grievance Investigation Committee, Grievance Hearing Committee and Leadership Development Committee meetings. Attends Board of Directors and Future Improvement Plan meetings and records meeting minutes as needed.
2. Creates and distributes Board Meeting packages and related materials. Prints and assembles materials for LDC meetings.
3. Accepts and processes applications for the Architect Review Board.
4. Accepts and processes all Committee Applications during Committee Solicitation. Files applications and updates the Compliance committee roster electronically during solicitation periods (July – October 31 is the Club's solicitation period for Club Committees).
5. Organizes the BOD e-files using Board Effect, including scanning and filing Board Minutes. Scans submitted housing plans for various HOA projects as needed to ensure accurate records.
6. Drafts violation letters and various Home Owners' Association and Property Owners' Association statutory notices for review and signature.
7. Coordinates logistics for BOD events, annual meeting events, and POA events.
8. Maintains accurate filing systems for BOD and club committee applications and related documentation.

Other Functions

• Assists with ad hoc projects as needed.
• Performs additional duties as assigned by Director of Compliance

This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested.

Supervisory Responsibility

This position does not have any supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education Skills

Associate's degree (A.A.) or equivalent from two-year college or technical school; and/or two-year minimum relevant experience performing the duties and responsibilities of the position; or equivalent combination of education and experience.

• Ability to read and interpret plans, surveys, blueprints, and some knowledge of association and governmental agencies permitting processes.
• Ability to read, analyze, and interpret technical documents, safety rules, operating and maintenance instructions, procedure manuals, association and governmental regulations and statutes, etc.
• Knowledge of State of Florida Statute Chapter 720 preferred.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and safety and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

• Must be proficient in MS Office Suite and virtual meeting platforms.
• Prior experience with Board Effect and Jonas software preferred.

Certificates, Licenses, Registrations

• Valid State of Florida driver's license

Other Qualifications

• Strong organizational skills and attention to detail.
• Tactful and sound judgment are essential.
• Excellent written and verbal communication abilities.
• Experience with document preparation, record-keeping, and compliance-related tasks.
• Familiarity with HOA & POA operations is preferred.
• Must be fluent in English, both oral and written.