Executive Administrative Assistant

Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with offices throughout Southern California, Colorado, and Idaho. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large scale onsite communities and master-planned community associations.

 

 

We have excellent opportunity for an experienced Executive Administrative Assistant to join our amazing team at our Lake Elsinore property. If you are looking to work in a collaborative and supportive environment with an opportunity for continuous growth and development, please read on below!

 

 

Summary: The primary responsibility of the Executive Administrative Assistant is to assist the General Manager in the overall management of the on-site office within the scope of the management contract and as directed by the Board of Directors. The position directly reports to the General Manager of the Association (GM).

 

 

Why join Keystone?

Keystone is a company dedicated to empowering our team members to improve people’s lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients.

As a member of our team, your talents will be nurtured and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon.

We provide an environment for people that nurtures leadership and promotes personal success and reward those who exceed expectations. We foster a culture of open feedback and continuous growth.

 

What we Offer:

• Competitive Salary
• Hybrid and Flexible working arrangements
• Work-Life Balance
• Opportunities for career growth
• Training and mentorship from successful leaders in the HOA industry
• Support for Continued Education
• Cell Phone Stipend
• Mileage Reimbursement
• Medical (HMO and PPO), Dental, and Vision
• Flexible Spending Account
• Pet Insurance
• Pre-Paid Legal
• Employer Paid Basic Life/AD & D Insurance
• Voluntary Life and Short-Term Disability Insurance
• Free Employee Assistance Program
• 401(k) Retirement plan with Company Match
• Financial and Health/Wellness Education
• PTO
• Birthday Time Off
• 11 Paid Holidays (Half Days/Early office closure before certain major holidays)
• Fun Company Events and Activities

 

Work Hours:

Tuesday-Friday: 8:30 AM - 5:30 PM with an hr. lunch

Saturdays: 8:30 AM - 5:00 PM with a ½ lunch

Board meeting days: 9:00 AM - 6:00 PM with an hr. lunch

 

Essential Job Duties and Responsibilities:

• Assist the GM in preparing schedules and establishing priorities for routine and special work projects.
• Assist the GM as a liaison between the Board of Directors and residents in the execution of established policies and conveyance of resident grievances.
• Responsible for assisting Sr. executive assistant to oversee CC&R violations including monthly property inspections and reports to the GM and Board of Directors, applicable communication notices and upkeep in homeowner database.
• Responsible for overseeing Architectural application receipt, preparation of materials, presentation, and follow up communication to homeowners. Facilitating meetings for bi-monthly Architectural Committee meetings, in the absence of a coworker.
• Serve as the secondary contact for all violation and architectural related inquiries.
• Assist in responding to routine customer service requests and provide courteous customer service to all residents by attending promptly.
• Provide general administrative support to the on-site office staff.
• Be proficient in the software systems used to process violations, architectural applications, and work orders. On-site training.
• Regular community website review and updates as needed to ensure accuracy and relevancy.
• Assist with the pre and post preparation and conduct of Association meetings. Attend meetings if needed.
• Assist with vendor communication as needed.
• Assist with occasional projects as needed - including research, information, and reporting.
• Be cross trained in the Front desk position, to cover in the absence of co-worker.
• Any additional job duties as required by the GM.
• Practice and adhere to Keystone’s Core Values, Mission and Vision.

 

Qualification Requirements:

• Must have a valid CA Driver’s License.
• Must have reliable transportation and the ability to commute within the community.
• Ability to work under tight deadlines and busy atmosphere with a high level of accuracy.
• Maintain reliable transportation.
• Demonstrate strong problem-solving abilities.
• Must be proficient with computer programs, including Word, Outlook, Excel, Adobe and able to learn other computer programs.
• Ability to perform all essential duties and responsibilities listed above with minimal supervision, handling assignments with the highest level of discretion, judgment and independence.
• Strong professional business presence.
• Must work effectively with colleagues and clients.
• Excellent interpersonal skills.
• Excellent verbal and written communication

 

Education and/or Experience:

• 3‐5 years of HOA experience working in an administrative role.
• High School Diploma required, some College course work recommended and beneficial.

 

Work Environment:

The work environment and physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exhibit professionalism, professional attire, and demeanor at all times.
• Ability to drive around the community.
• Ability to sit, stand, and operate business equipment.
• Typical office environment with low level noise exposure.

 

 

We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look on what Keystone is all about! Check out our website at www.kppm.com. Click on “Careers” and stay connected!

 

 

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to [email protected] for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to accessibility of the on-line application system by individuals with disabilities.

 

Keystone Pacific Property Management, LLC is an equal opportunity employer. All applicants will be subject to a Background Check.