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 confidential Association information. Exercise sound judgment regarding the release and distribution of Association records and information.

Hourly pay rate: $27-$29.

Required Knowledge, Skills, and Abilities

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work professionally with homeowners, Board members, employees, attorneys, vendors, and government officials.
• Ability to handle confidential and sensitive information appropriately.
• Strong computer skills, including Microsoft Office or comparable software.
• Ability to prepare professional correspondence, reports, agendas, minutes, and other documents.
• Ability to work independently while maintaining effective communication with management.
• Ability to exercise sound judgment and maintain professionalism in difficult or sensitive situations.
• Knowledge of HOA governance, governing documents, Board procedures, and Virginia common-interest-community requirements is preferred.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of three years of progressively responsible administrative, executive assistant, HOA/community association, or comparable professional experience.
• Previous experience supporting a board, executive, governing body, or similar organization preferred.

Working Conditions

• The position is office-based and requires frequent interaction with homeowners, Board members, employees, vendors, attorneys, and other stakeholders. The employee must be able to work in a professional office environment, attend occasional evening Board meetings, and adjust work hours as necessary to support Association activities.

Performance Expectations

Successful performance in this position will be demonstrated by:

• Accurate and timely Board meeting preparation and minutes.
• Accurate and current Association governance and owner records.
• Timely and professional response to homeowner and Board inquiries.
• Accurate administration of the annual election process.
• Proper and timely processing of property transfers and records requests.
• Effective coordination of collection-related administrative functions.
• Consistent confidentiality and professional judgment.
• Effective supervision and support of front-office operations.
• Reliable administrative support to the Executive Director, Assistant Executive Director, B