Administrative Assistant Full-Time

Administrative Assistant Position

• Excellent Communication Skills – An experienced administrative assistant to the general manager must have superior communication skills. They must be able to interact and communicate with owners and staff alike, as well as handle correspondence, emails, and phone calls on behalf of the general manager.
• Administrative Assistant must be extremely organized and able to multitask and prioritize their work effectively, managing their time and workload.
• Professionalism – As an assistant professionalism is essential. He or she must always maintain a sense of professionalism, as well as a high level of confidentiality, integrity, and discretion.
• Problem Solving Abilities – the general manager relies on their confidential assistant to resolve problems and make decisions on their behalf. This requires a certain level of problem-solving ability, creativity, and independent thinking.
• Initiative – the administrative assistant should be proactive in anticipating the needs of the general manager and taking a proactive approach to fulfill the needs. Being able to take initiative and work autonomously in an important trait of experienced administrative assistant to the property manager.
• Attention to Detail – Attention to detail is essential. The administrative assistant must be able to carefully check and review documents before submitting them, ensure that all deadlines are met, and that the highest level of accuracy is always maintained.

Job Requirements

• 3-5 years administrative experience for upper-level management in a fast-paced environment
• Ability to communicate in English clearly with others both orally and in writing.

General

• Resolve Resident complaints, problems, and requests.
• Assist with emergency response and evacuation.
• Fill in at the Front Desk for shift coverage as needed.
• Fill in for the General Manager as needed.
• Maintain owner, vendor, and employee files.
• Coordinate processing and maintenance of owner and/or tenant paperwork for Emotional Support & Service Animals
• Inventory and order all office supplies.
• Manage equipment orders for custodial/facilities.
• Provide reports as needed/under GM direction.
• Gather owner questions for membership portions of meetings.
• Document meeting minutes for approval
• Organize room arrangement during preparations for a Board meeting and supply refreshments.
• Computers and Technology
• Complete projects as assigned by the General Manager
• Working with various reports and spreadsheets will necessitate strong mathematical and reasoning skills. Basic understanding of financial statements (Profit/Loss and Balance Sheet).
• Prepares email “blasts” and newsletters to owners.
• Coordinates Association activities/holiday parties with the general managers assistance
• Prepares paperwork and event orders for Party Room rental.
• Maintain and update website on a regular basis.
• Attend monthly and annual Board meetings via Zoom webinar and/or in-person.
• Proficient in Adobe Acrobat, Microsoft Office (Excel, PowerPoint, Outlook, Word)
• Ability to learn and become proficient in site specific computer programs (Tops, NABR Network, AVID Xchange, Constant Contact, Wufoo) and other programs as required.
• Host and schedule remote meetings via Zoom Meetings/Skype