Administrative Assistant, Romeoville

The Administrative Assistant is responsible for working with various clubs to support the development and implementation

 

of fun-filled, lifestyle enriching events and programs. These events and programming are designed to contribute to

 

resident-HOA relations through social and community involvement, participatory and spectator events, creative and

 

educational coursework, lecture series, travel series, travel clubs, book reviews, fitness classes, etc. The Administrative Assistant will report directly to the Onsite Property Manager. All information within the Activity Department is

 

proprietary and cannot be copied, shared or distributed without prior written consent by the Property Manager.

 

This individual will build and foster professional relationships with club members and residents to assist in

 

custom-designing programs to encourage resident participation. The Administrative Assistant will support

 

management with a variety of administrative initiatives and special projects as assigned. The position requires

 

the exercise of discretion and independent judgment.

 

Department Duties:

 

• Provide monthly activities update to Board Liaison for monthly Board meetings
• Review Fitness Center Equipment monthly and make recommendations for replacement/improvement as

 

needed

 

• Maintains an ongoing Community Book of Events to include, but not limited to, planning sheets, budget,

 

vendors, expenditures, follow up notes for future planning, etc.

 

• Plan, promote and participate in annual calendar of activities, classes, clubs and ongoing programs that meet

 

the interests of the community residents.

 

• Maintain newsletter articles, calendar and proofreading, as well as submitting monthly Activities articles with

 

updates and events.

 

• Provide orientation training by appointments for the Lodge facility (i.e. pool regulations, fitness center

 

equipment, etc.)

 

• Listens attentively to questions and comments. Communicates in a professional and composed demeanor under

 

all circumstances.

 

• Displays exceptional ability to analyze and deal with a variety of situations.
• Follows safety procedures and maintains a safe work environment
• Regular and predictable attendance.
• Performs other job-related duties as directed.

 

Administrative Duties:

 

• Answer phones/and return calls and emails within 24 hours.
• Assist front desk operations as needed.
• Create registration forms for residents.
• Maintain Activity Department Budget- Income and Expenses
• Conduct competitive marketing studies and develop plans to attract additional events and revenues, work with

 

Administrative Assistant to utilize all marketing resources (i.e. community newsletter, eblasts, etc.)

 

• Build partnerships with local businesses and organizations to provide opportunities to engage in various

 

community service projects and activities in the local area, including the development of sponsorships.

 

• Create announcements and postings to market community programs and promote participation
• Upload any and all invoices, receipts, check requests as appropriate to Property Manager.
• Establishes folders for each club with copies of any and all appropriate documentation pertaining to events.
• Provide updates regarding all activities and events to Administrative Assistant and/or Property Manager.
• Develops and maintains an effective ongoing homeowner relations plan, implements initiatives, and manage

 

relationships to ensure a high level of service including timely and complete resolution of homeowner concerns,

 

coordinating special services and requests.

 

Daily Activities:

 

• Facility scheduling (Pub, Paint & Pottery and Ballroom)
• Lead Fitness classes 3 times a week, water classes 2 times a week.
• Scheduling all Charter Club activities such as club seasons, room reservations, meetings, events, etc.
• Attend all social events and club meetings as needed. Provide leadership and event planning advice to social and

 

club events.

 

• Recognize club members and volunteers and show appreciation formally and informally.
• Mediate any issues that may arise

 

Special Events Duties:

 

• Plan, coordinate and implement resident programs (Inside & outside of the Grand Haven Community such as

 

theatre visits, events & trips)

 

• Create and execute all catering processes including contracts, budgets, service staff scheduling and quality

 

service initiatives.

 

• Responsible for working with all administration for Charter Clubs and volunteers to support all aspects of event

 

planning.

 

• Works with appropriate club(s) and volunteers to manage the set up and tear down of all events
• Maintains order and flow during each event
• Insure work site and event safety