Specialist Association Governance

Hilton Grand Vacations • Orlando, FL

7d

About The Position

Prepare meeting notices for mail, email, and posting at resorts. Manage the Outlook/Teams Master calendars: create events and send invitations and updates. Maintain BoardEffect platform content: create events, maintain library of governing documents and association records, upload reports and send information to workroom participants. Collect, create, and prepare meeting materials to include agendas and meeting minutes; resort operations, guest satisfaction, and financial reports; annual meeting presentations; motions for approval; budget documents; contracts, agreements and consent documents; meeting minutes; candidate applications and regret letters; billing documents. Manage data, content, and tasks on Abbott portal: request owner data for mail campaigns; submit documents for upload, proofread email, documents, and other content and approve or request corrections; create election results reports; input data for owner and board meetings including quorum and voting specifics, ballot initiatives, and candidate biographies. Prepare annual budgets and audit submissions for state to comply with regulatory requirements. Maintain Pacer calendar/task management program to comply with due dates. Communicate with board members and maintain productive board relationships; interact with individual owners and board members through frequent correspondence, phone contact, and in person at association meetings. Respond to or coordinate responses to owner email inquiries sent to AMS mailbox. Communicate with board members to help coordinate reservations and to collect and process reimbursement reports. Arrange meeting space reservations where needed; attend board and annual meetings; take meeting minutes, report on election results, and facilitate organizational meetings. Maintain select sections of owner website content: meeting minutes, required reports and documentation, special announcements. Maintain board list with historical membership information and current board member contact information and manage “flags” in Clarity for current board member status. Arrange for translations of billing materials where required. Assist with board dinner reservations. Coordinate and assist with preparation of The Beacon and send to board members; send quarterly financial reports, meeting agenda packets, and other occasional communications to boards through BoardEffect. Manage internal and external due dates for all of the above. Order office supplies and process invoices for payment. Complete other duties as assigned.

Responsibilities

• Prepare meeting notices for mail, email, and posting at resorts.
• Manage the Outlook/Teams Master calendars: create events and send invitations and updates.
• Maintain BoardEffect platform content: create events, maintain library of governing documents and association records, upload reports and send information to workroom participants.
• Collect, create, and prepare meeting materials to include agendas and meeting minutes; resort operations, guest satisfaction, and financial reports; annual meeting presentations; motions for approval; budget documents; contracts, agreements and consent documents; meeting minutes; candidate applications and regret letters; billing documents.
• Manage data, content, and tasks on Abbott portal: request owner data for mail campaigns; submit documents for upload, proofread email, documents, and other content and approve or request corrections; create election results reports; input data for owner and board meetings including quorum and voting specifics, ballot initiatives, and candidate biographies.
• Prepare annual budgets and audit submissions for state to comply with regulatory requirements.
• Maintain Pacer calendar/task management program to comply with due dates.
• Communicate with board members and maintain productive board relationships; interact with individual owners and board members through frequent correspondence, phone contact, and in person at association meetings.
• Respond to or coordinate responses to owner email inquiries sent to AMS mailbox.
• Communicate with board members to help coordinate reservations and to collect and process reimbursement reports.
• Arrange meeting space reservations where needed; attend board and annual meetings; take meeting minutes, report on election results, and facilitate organizational meetings.
• Maintain select sections of owner website content: meeting minutes, required reports and documentation, special announcements.
• Maintain board list with historical membership information and current board member contact information and manage “flags” in Clarity for current board member status.
• Arrange for translations of billing materials where required.
• Assist with board dinner reservations.
• Coordinate and assist with preparation of The Beacon and send to board members; send quarterly financial reports, meeting agenda packets, and other occasional communications to boards through BoardEffect.
• Manage internal and external due dates for all of the above.
• Order office supplies and process invoices for payment.
• Complete other duties as assigned.

What This Job Offers

• Education Level: No Education Listed