Executive Assistant

Executive Administrative Coordinator

Position: Executive Administrative Coordinator

Reports to: General Manager

Onsite Position: Highlands Ranch, Colorado

POSITION SUMMARY: Work in a fast-paced, challenging team environment providing administrative support to immediate supervisor, Board of Directors, and other departments as needed.

ESSENTIAL DUTIES:

• Provides confidential administrative support to General Manager/Admin team to include drafting and proofreading correspondence, daily monitoring of in/out boxes and mail correspondence.
• Using Associa software programs, perform vendor set-up and maintenance, assist with homeowner accounts, respond to feedback, etc.
• Planning and preparing for annual meetings, monthly board meetings and special meetings to include attendance at these meetings as requested. To include preparing all necessary copies, exhibits, notices, etc for these meetings. To include securing location for meetings as requested.
• Provide admin support for ARC meetings as needed.
• Creating, updating, and maintaining reports to include contract files, board report, delinquency reports, work order reports, and violation reports.
• Receiving, and responding to resident phone calls/e-mails for information, maintenance requests or community issues within 24 hours and logging phone calls into Access system. To include submitting service requests to maintenance staff, coordinating and updating service appointments with residents and vendors on a regular basis.
• Updating and maintaining resident accounts to include owner notes and attorney status.
• Help to creating and maintain a community and team calendar to stay abreast of meetings, special events, property inspections, special projects and other deadlines.
• Provide phone support at reception desk as assigned.
• Prepare and assist with new homeowner welcome packets and run new homeowner orientations.
• Code and input all invoice reports from VMS for weekly check run
• Ensure that all office supplies are ordered and inventory maintained.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent "people" skills. Enjoys working with people
• Leader; ability to supervise others
• Assertive, Professional, and Poised Disposition. Adaptable.
• Ability to demonstrate good time management. Highly Organized.
• Ability to communicate effectively both orally and in writing. Ability to take meeting minutes summarizing the key points of discussion and recording verbatim motions and votes as they occur during the meeting.
• Ability to establish and maintain good working relationships with Board, staff, residents, volunteers, and contractors.
• Review and have a general understanding of Governing documents, Design guidelines, and meeting requirements for each Association
• Ability to maintain confidentiality of closed session material and personnel matters.

PHYSICAL DEMANDS/WORK ENVIRONMENT: Work is conducted indoors in an office environment where employee must sit or stand for long periods of time. Employee may be required to repetitively lift and move up to 40 lbs. Employee is required to talk and hear and have the ability to focus and attend to long periods of discussion while taking minutes.

MINIMUM QUALIFICATIONS: At least two years' experience as an Administrative Assistant or five years of comparable work experience. Strong computer skills with Microsoft Office and database software. Attention to detail required.

Benefits Summary:

• World-Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off/Holidays
• Comprehensive Medical Benefits
• Wellness Incentives

Compensation/Salary Range: $55,000-$60,000; direct experience highly considered.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.