Administrative Assistant

Howard Hughes•Las Vegas, NV

About The Position

As an Administrative Assistant, crucial administrative support is provided across various community management functions. This role involves effective communication with stakeholders, secretarial assistance to the Community Manager and Assistant Community Manager, coordination of resale packets and compliance processes, and support for the board. Responsibilities extend to organizing meetings, maintaining comprehensive calendars, managing filing systems, overseeing supply inventory, and performing additional assigned duties. Meticulous attention to detail, organizational proficiency, and a commitment to ensuring the efficient operation of community associations are essential in this position.

Requirements

Strong organizational and multitasking abilities.
Proven experience in administrative support roles.
Excellent written and verbal communication skills.
Advanced proficiency in Microsoft Office Suite, with emphasis on Word, Excel, Outlook, and PowerPoint.
Must enjoy a high level of public interaction.
Good problem-solving skills with the ability to function independently, exercise good judgment, and maintain attention to detail.

Nice To Haves

Familiarity with specialized community association software, including Jenark and SmartWebs, is highly preferred.
Knowledge or experience in community association management is preferred.

Responsibilities

Provide comprehensive administrative support for all community management functions, ensuring effective communication with board members, homeowners, committee members, and vendors.
Offer secretarial assistance to the Community Manager and Assistant Community Manager, handling typing tasks for office correspondence, notices, manuals, and memoranda as well as preparing and assembling monthly reports and board packages for distribution.
Work closely with the Community Manager to gather, organize, and prepare resale packets and welcome packets for property transactions, ensuring accuracy and adherence to established procedures.
Assist and coordinate the organization of elections for the Executive Board with the Community Manager.
Maintain and update comprehensive annual calendars for various community associations, including key events, meetings, and deadlines to ensure effective planning and coordination.
Share in relief support for receptionist.
Coordinate accident reports, ensuring timely retrieval. Facilitate paperwork submission and expedite insurance claims resolution.
Maintain an organized filing system for community association documents, including meeting minutes, correspondence, financial records, and vendor information.
Order and maintain supply inventory for the associations, including stationery, letterhead, and envelopes. Inventory office, break room and kitchen supplies on a weekly basis. Replenish on a daily basis or as often as necessary.
Create and maintain various schedules and data spreadsheets including street lists, sub-association lists and information, employee phone information and Community Representative assigned areas.
Order office, break room and kitchen supplies as necessary.
Ensure the mailroom is stocked with appropriate shipping supplies, verify that all copiers and printers are filled with paper daily, and replace any low or empty toner cartridges as needed. Order new toner, as needed, to ensure spare toner is on hand.
Liaison with property management for maintenance requests and building needs.
Coordinate meetings and other office events as requested.
Be proactive during downtime and ask other departments if they need any assistance.
Maintain conference room calendar.
Assist with filing, copying, mailings as needed.
Perform other duties as assigned or as judgment and necessity dictate.