Reports to the President of the Association and provides administrative support to ensure efficient office operations.
Maintains physical and digital filing systems.
Greets customers and answers phone calls and directs callers to appropriate Board members, signs for incoming packages, and assists homeowners and other visitors.
Responds to emails and other digital queries and correspondence.
Manages calendar for Clubhouse rentals, including making sure the Clubhouse is in a clean condition and maintained effectively.
Drafts and edits letters, reports, and other documents.
Inputs and updates information in databases and spreadsheets.
Coordinates logistics for meetings, including room setup and catering.
Uses word processing and presentation software to create and edit documents.
Operates and maintains office equipment, including printers, computers, and laminating machines.
Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
Researches as requested and compiles and summarizes information for reports or presentations.
Works closely with the President of the Board and supports other Board members as needed.
Works with sensitive information with discretion to maintain confidentiality and security, and ensures compliance with privacy policies and regulations.
Ensures that deadlines are met and adapts to changing priorities.
Presents a positive and professional image for the organization.
Administrative Assistant Skills:
Digital literacy and research skills, including the ability to analyze the reliability of information
Familiarity with standard office platforms, such as Microsoft Office, Excel spreadsheets, and QuickBooks
Data management and entry skills, including the ability to maintain and improve filing systems
Accurate record keeping of Annual Assessment fees for 213 homeowners
Written communication skills
Time management, multitasking, and flexibility
Organizational skills
Accuracy and attention to detail
Supply management and inventory control
Interpersonal skills, professional and courteous demeanor, and excellent office and phone etiquette.
Ability to work well under pressure and navigate multiple deadlines
Proactive approach to problem-solving and process improvement
Ability to work well independently and in collaboration with others
Event planning and coordination
Education and Professional Experience:
High school diploma or equivalent, associates degree a plus
Microsoft Office Specialist (MOS); certification a plus
Past administrative experience or tenure in an office setting a plus
Work Hours and Benefits:
Part-time Work Hours: MTW 9 a.m. - 2 p.m. with 1 hour lunch
Salary range: $15-18 per hour
Benefits: Holidays
