Executive Administrative Assistant

Executive Administrative Assistant

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
• Associate's or Bachelor's 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:

• Healthcare Benefits Medical, Dental, and Vision coverage
• Retirement Benefits 401(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 Company's discretion.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.