Administrative Assistant to General Manager

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Job Title: Administrative Assistant to General Manager

Department: Administration

Reports To: General Manager

FLSA Status: Exempt

Pay Grade: 08

Approved By: Human Resources

Approved Date: 02/13/2024

SUMMARY Provides high-level confidential administrative support by conducting research, preparing spreadsheets, handling information requests, summarizing data, and assisting the GM and the Leadership team on corporate matters (including preparation and records of Board of Directors meetings and liaison between the Board and Standing Committees).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Accurate record keeping, including Board meeting minutes and agendas, and maintaining physical and digital filing systems. Provide historical reference by developing and maintaining document filing and retrieval systems.

2. Maintain P.O.A. governing documents including, but not limited to, HSVPOA Policies, By-Laws, Articles of Incorporation, Declaration, Committee Charters, and Rules and Regulations.

3. Assist the Corporate Secretary in the preparation and distribution of board of directors meeting packets minutes and other documents as required. Distribute minutes and other information between the General Manager, Board, and Committee.

4. Have thorough knowledge of the governing documents of the Property Owners' Association.

5. Collate agendas and material for Board meetings and distribute, transcribe, and record minutes of meetings.

6. Builds and posts board meeting minutes, financial documents, and committee agendas, to the website promptly.

7. Maintain rosters of Board and Committee members and their respective terms of office

8. Maintain master correspondence and records files relative to administrative matters and P.O.A. documents, including deed files of amenities and common property.

9. Coordinate the annual election process for the Board of Directors; coordinate and assist with additional membership voting processes for assessment and Declaration changes

10. Support the General Manager in day-to-day administrative activities by making appointments, schedules, and calendars, arranging meetings, and managing the needs of meeting participants, including scheduling communications, (ZOOM).

11. Assist the General Manager in coordinating special projects and programs as required, i.e., awards/committee appreciation certificates. Meet the public tactfully and courteously by answering questions in person, over the telephone, and by email. Screen telephone calls to the General Manager: screen visitors, vendors, sales representatives, and mail.

12. Set up meetings as directed by the General Manager and maintain the electronic calendar of the General Manager.

13. Assist with public/member complaint resolution, redirecting to the most appropriate member of management where needed.

14. Work with Department/Division Heads, staff, and committee members as required by the General Manager.

15. Process correspondence to and from the General Manager and Board of Directors and prepare responses to correspondence by letter or e-mail.

16. Coordinate Records Inspection Requests process. Maintain P.O.A. historical legal opinions files and coordinate legal correspondence as directed by the General Manager

17. Maintain and distribute standing committee applications.

18. Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

19. Other tasks as assigned.

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

• Must be efficient, organized, resourceful and flexible
• Ability to work well under pressure and navigate multiple deadlines
• Good interpersonal skills
• Excellent verbal and written communication skills
• Professional and courteous demeanor with the skills to defuse tense situations.
• Attention to accuracy and detail
• Excellent computer skills
• Advanced proficiency with Microsoft Office products

EDUCATION and/or EXPERIENCE . A college degree is preferred or at least 5 years of administrative experience. Must possess good public relations and telephone qualities. Must have excellent computer, typing, and data entry skills and have a good working knowledge of Windows/Microsoft Office applications including Word, Excel, PowerPoint, Adobe, and others. Know modern office methods and procedures, recordkeeping principles, filing systems, and business letter and report writing techniques. Ability to deal with the public in a business-like and polite manner.

LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write detailed correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS Requires a valid Arkansas driver's license and clean driving record with proof of liability insurance.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and move up to 25 pounds.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually quiet.

ESSENTIAL POSITION: The employee is designated as an essential employee and required to work when an office closing is authorized unless directed differently by the General Manager. This is an exempt salaried position. Non-safety sensitive.

WORK FROM HOME : As approved by General Manager