Executive Administrative Assistant

Executive Administrative AssistantWe 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 ResponsibilitiesExecutive & Administrative SupportProvide high-level administrative support to executive leadership and community association management teamsManage calendars, schedule meetings, and coordinate appointmentsPrepare agendas, board packets, meeting minutes, correspondence, reports, and presentationsMaintain organized digital and physical filing systemsScreen and direct phone calls, emails, and resident inquiries professionally and efficientlyAssist with preparation and distribution of communications to homeowners and board membersCommunity Association SupportSupport HOA/condominium board meetings, annual meetings, and committee meetingsCoordinate meeting logistics, notices, and compliance documentationMaintain association records in accordance with governing documents and state regulationsTrack contracts, insurance certificates, vendor documentation, and renewal deadlinesAssist with preparations of staff and homeowner trainingFinancial & Operational CoordinationAssist with invoice processing, research, and budget trackingPrepare spreadsheets, financial summaries, and operational reportsCoordinate maintenance requests and vendor schedulingMonitor project timelines and follow up on action itemsCustomer Service & CommunicationDeliver exceptional customer service to residents, homeowners, and board membersHandle sensitive matters with professionalism, diplomacy, and confidentialityRespond to inquiries and resolve issues in a timely mannerDraft professional correspondence and community noticesQualificationsRequired3–5+ years of executive administrative support experienceExperience in community association management, property management, HOA, condominium, hospitality or real estate environmentsStrong knowledge of board governance processes and meeting coordinationExcellent verbal and written communication skillsAdvanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)Strong organizational, multitasking, and time-management skillsAbility to maintain confidentiality and professionalism at all timesPreferredCMCA, AMS certification familiarity preferredExperience with CINC community management software, but not requiredAssociate's or Bachelor's degree in Business Administration or related fieldExperience supporting executive-level leadershipCore CompetenciesExecutive presence and professionalismAttention to detailProblem-solving and critical thinkingCustomer service orientationAbility to prioritize competing deadlinesStrong interpersonal and relationship-building skillsAdaptability and initiativeWorking ConditionsPrimarily office-based with occasional attendance at evening and weekend board meetings or community eventsAbility to sit, stand, and work at a computer for extended periodsBenefits & Other Compensation:This position includes eligibility for the following benefits, subject to applicable plan terms:Healthcare Benefits – Medical, Dental, and Vision coverageRetirement 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 criteriaEligibility 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.