Executive Administrative Assistant

Title: Executive Administrative Assistant/Recording Secretary

Overview of Role:

FirstService Residential provides on-site property management to the Resident Associations and Board of Directors of an upscale development located in Sun City Center, FL. The on-site Administrative Assistant role will provide an array of functions and service to the Board and Management and support the Administrative Teams. The working environment is in an office and meeting/conference rooms and the position is 40 hours per week Monday through Friday.

Candidate Qualities:

Teamwork, hospitality, and a willingness to optimistically serve internal and external customers should be a natural way of life for the successful candidate. The ideal candidate must be an exceptional communicator, have strong organizational skills, the ability to coordinate and setup meetings, utilize Microsoft suite products, have experience in producing Board and Membership meeting notices, agendas, minutes, and other recording duties. Direct working experience within non-profit governance models such as residential associations or club boards is a plus. Knowledge of Roberts Rules of Order, Notary, CAM license are preferred but not necessary.

Duties of Role:

• Act as recording secretary and administrator for the business of the Board
• Recording secretary with direct audience visibility while taking roll call and recording minutes of meetings
• Manage the sign in procedure for periodic resident and board meetings
• Maintain accurate voter logs and record vote tallies
• Coordinate and manage the election process for Directors
• Prepare sentiment surveys and work-quality review documents for Board and management
• General office skills i.e. telephone, computer, filing, copying, scanning etc.
• Maintains external website & required information on internal company site
• Prepare reports and receive reports, organize, and securely file records
• Draft and distribute important messages through both email and postal delivery
• Maintain the calendar for meetings and deadlines and ensure the parties are properly notified
• Facilitate proper workflow for assigned documents and information

These duties highlight the importance of a well-organized and experienced Administrative Assistant/Recording Secretary and other related duties may be assigned.

Why Join Our Team:

FirstService Residential offers career development and professional growth opportunities. Training and guidance will be provided to the successful candidate to acclimate within the role and become an integral Team Member. Benefits and resources are available from FirstService Residential. In addition, the company has stewardship initiatives that team members can participate in.

Disclaimer:

This is not an all-inclusive job description, therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.