Senior Administrative Assistant

Associa•Honolulu, HI

6d•$18 - $25•Onsite

About The Position

This role provides essential administrative support to Community Association Managers, Board members, homeowners, vendors, and coworkers. The Senior Administrative Assistant will be responsible for a variety of tasks including managing correspondence, preparing meeting materials, handling financial documents, and supporting association meetings. The position requires strong organizational skills, attention to detail, and the ability to work independently and collaboratively.

Requirements

High school diploma or GED required.
Zero to three years of administrative, office, customer-service, property-management, or closely related experience.
Working knowledge of Microsoft Office, including Outlook, Word, and Excel.
Comfortable using standard office equipment, including copiers, scanners, fax systems, and multi-line phones.
Ability to learn new software and proprietary systems quickly.
Strong written, verbal, telephone, and interpersonal communication skills.
Excellent organization, time-management, and deadline-prioritization skills.
Detail-oriented, proactive, dependable, and self-motivated.
Ability to work both independently and collaboratively.
Reliable access to a vehicle for business-related errands and meetings.
Ability to attend occasional evening association meetings.

Nice To Haves

Associate degree preferred.

Responsibilities

Send emails, build board packets, complete violation letters, upload documents, post community notices, and organize association correspondence in company shared drives.
Prepare and distribute Board meeting packets, conduct quorum calls, and maintain meeting-related documents.
Retrieve and organize monthly financial statements, upload them to the community portal, and distribute them by mail or email as directed.
Assemble completed association budgets and prepare them for distribution to homeowners.
Prepare annual meeting materials, including 75-day and 45-day notices, meeting programs, association folders, and proxy tracking.
Attend scheduled annual meetings to register owners, tally votes, monitor quorum, and provide other meeting support.
Maintain accurate Board rosters and update interim changes.
Process biennial condominium association registrations during applicable filing years.
Provide responsive, professional support to Community Association Managers, Board members, homeowners, vendors, and coworkers.
Perform other administrative duties as assigned.