Executive Administrative Assistant
About The Position
We 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.
Requirements
- 3–5+ years of executive administrative support experience
- Experience in community association management, property management, HOA, condominium, hospitality or real estate environments
- Strong knowledge of board governance processes and meeting coordination
- Excellent verbal and written communication skills
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Strong organizational, multitasking, and time-management skills
- Ability to maintain confidentiality and professionalism at all times
Nice To Haves
- CMCA, AMS certification familiarity preferred
- Experience with CINC community management software, but not required
- Associate’s or Bachelor’s degree in Business Administration or related field
- Experience supporting executive-level leadership
Responsibilities
- Provide high-level administrative support to executive leadership and community association management teams
- Manage calendars, schedule meetings, and coordinate appointments
- Prepare agendas, board packets, meeting minutes, correspondence, reports, and presentations
- Maintain organized digital and physical filing systems
- Screen and direct phone calls, emails, and resident inquiries professionally and efficiently
- Assist with preparation and distribution of communications to homeowners and board members
- Support HOA/condominium board meetings, annual meetings, and committee meetings
- Coordinate meeting logistics, notices, and compliance documentation
- Maintain association records in accordance with governing documents and state regulations
- Track contracts, insurance certificates, vendor documentation, and renewal deadlines
- Assist with preparations of staff and homeowner training
- Assist with invoice processing, research, and budget tracking
- Prepare spreadsheets, financial summaries, and operational reports
- Coordinate maintenance requests and vendor scheduling
- Monitor project timelines and follow up on action items
- Deliver exceptional customer service to residents, homeowners, and board members
- Handle sensitive matters with professionalism, diplomacy, and confidentiality
- Respond to inquiries and resolve issues in a timely manner
- Draft professional correspondence and community notices
Benefits
- Healthcare Benefits – Medical, Dental, and Vision coverage
- Retirement 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 criteria
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
