Executive Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Do you want to help people make their house a home? Do you thrive on providing great customer service while making a difference?

We want to hire an Executive Administrative Assistant who shares our vision, values and commitment to superior customer service. An Executive Administrative Assistant is responsible providing high level administrative support the President.

If you're a determined self-starter with a passion for finding solutionsand you want to join a dynamic, talented and successful team, join the Community Solutions and Sale team in Draper, Utah as an Executive Administrative Assistant.

We're seven-year-in-a-row recipients of the prestigious Great Place to Work® certification, which recognizes companies with high-trust, high-performance workplaces.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Draft correspondence to internal and external clients.
• Submit correspondence/mailings.
• Field and respond promptly to homeowner inquiries via phone, e-mail, work order, letter, and/or in person.
• Coordinate and conduct new resident orientations.
• Assist with coordinating schedules and meeting preparation.
• Assist with expense report tracking and submission.
• Assist with confidential legal matters including corresponding with attorneys.
• Creation of spreadsheets to track information/data as necessary.
• Manage files, invoices, inquiries and conduct research when necessary.
• Support marketing and branding related project such as digital display, website maintenance and media content creation.
• Assist with addressing emergency requests as necessary.
• Assist Director of Community Management with processing homeowner account adjustments as necessary.
• Assist with requests for proposals, repair quotes, insurance notification lists.
• Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare newsletters, flyers, and other various documents.
• Assist with monitoring corporate and client delinquency rates and collections process for account portfolio.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.

KNOWLEDGE AND SKILLS:

• Attention to detail is a key component of this role.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Strong organizational skills.
• Self-motivated, proactive, and a team player.
• Strategic thinking.
• Professional discretion.
• Time management and time critical prioritization skills.

Requirements

EDUCATION AND EXPERIENCE:

• High School Diploma or GED Required
• Bachelor's Degree Preferred
• Community Association experience preferred

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.