Executive Administrative Assistant

This position provides a wide variety of administrative support services. Performs office work directly related to property management and the general business operations of the association.

The Executive Administrative Assistant also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.

• Answers telephones promptly,and assists residents with questions and concerns.
• Maintains Association files, mail, binders, and office supply inventory.
• Responsible for the coordination of timely and accurate distribution of communications as directed by the General Manager and the Board President.

• Responsible fo the timely posting of all meeting notices for the Board of Directors and all Advisory Committees.
• Responsible for maintaining the meeting calendar for the Association, including securing room reservastions for meetings.
• Responsible for setting up and maintaining all electronic communications (Zoom) recordings for Board Meetings and Committees.
• Will distribute communications to the Community as directed by the Board President and/or the General Manager.
• Creates and update the Associaitons Website Contents.
• Oversee the retention of the Associations Official Documents, which includes but not limited to, Agendas and Minutes of Board and Committee Meetings, Roster of Members and Contracts/Agreements.
• Maintains homeowner roster, database, mail instructions and homeowner files.
• Assists in review of leases, if applicable, as well as processing of new owner approval and interview packages.
• May be responsible for processing of Association expense checks.
• Ensures all safety precautions and procedures are followed while performing duties.
• May be assigned other duties by General Manager.

High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Abilities:

Must possess strong administrative background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.

Computer Literacy:

Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.

Language requirements:

Multiple language fluency is desirable, and may be required depending on the community’s needs.

Travel and availability requirements:

May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.

Ability to work extended hours and weekends on an occasional, as needed basis.

Physical Requirements:

Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions:

The majority of work will be completed indoors in a temperature controlled environment with little to moderate noise levels.

DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason. Further, your signature on this job description does not change the at-will nature of your employment.