HOA Executive Assistant (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Position Summary

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. Through sound judgement and analytical decision-making, the General Manager acts as a compass of our motto and, under the guidance of the Seabreeze Board of Directors, oversees the entire homeowner association.

The Executive Assistant to the General Manager assumes a primary role in supporting the General Manager in resolving homeowner/resident concerns and facilities maintenance. Assist and support the Association's Board and Committee activities as directed.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work in coordination with other staff, contracted vendors, Management departments and the General Manager to meet the stated requirements of management contract.
• Work in cooperation with all staff and contracted vendors, whenever necessary, in such a manner as to promote a positive working relationship.
• Assist the General Manager and Staff with special projects assigned by the Board of Directors.
• Assist the General Manager, and Staff, in Risk Management pertaining to reported incidents by Patrol or common area damages occurring on the property.
• Assist and support the General Manager as the primary contact for Access Control Staff at Gate entrances.
• Respond to homeowner mail, service requests, and emails in a timely manner.
• Oversee the management of homeowner and general files and scanning of documents.
• Be primary contact for Board Members, Committee Chairs, or District Delegates when General Manager is not available.
• Assist the General Manager, as directed, with Board meeting preparation.
• Support General Manager as staff liaison to assigned committee(s) (Magazine, Landscape, or Social), as directed.
• Assist the General Manager and Facilities Coordinator with review of contracted maintenance and repairs to ensure vendors have completed and fulfilled the scope of work that meet the requirements for the continued successful operation of the association.
• Assist in the preparation of vendor contracts, as directed by the General Manager.
• Update Association website, as directed, with meeting agendas, draft of General session meeting minutes, and approved meeting minutes.
• Maintain Board of Directors minute books and scan to corporate folder.
• Maintain Association policies and operating procedures.
• Write, edit, and review communications, both print and online, as requested.
• Draft newsletter articles as requested.
• Draft updates or announcements to be posted to PVOAL website.
• Assist General Manager in ensuring the information on the On-Call Sheet is current.
• Assist in the coordination of required communication with Association residents.
• Assist the General Manager and Staff in preparing RFPs’ and obtaining proposals.
• Ensure legal documents, contracts, proposals, minutes, and checks are available to Board members for signing at meetings.
• Additional duties may be assigned, as deemed necessary, by the General Manager. Employee to follow any other instructions and perform any other duties, as requested by General Manager.
  
  

Requirements

Knowledge, Skills and Experience:

• Minimum of 3-5 years of community association and/or property management experience.
• Effectively coordinate multiple projects, use time management skills, and exercise independent judgment.
• Intermediate mathematics as well as written and oral communication skills.
• Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and other stakeholders.
• Work with confidential/sensitive information and use diplomacy and discretion in communicating such information.
• Effective follow-up skills.
• Professional image or business image, per policy, as well as personal etiquette.
• Organizational, planning, project management, time management, and problem-solving skills.
• Effectively and efficiently handle priorities and deadlines.
• Meet scheduling and attendance requirements, per policy.
  
  

Minimum Education

• High School Diploma or equivalent required. Bachelor’s degree preferred.
  
  

Language Skills

• The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.
  
  

License/Permits/Certifications Required

• Valid Driver’s License and State mandated vehicle insurance.
  
  

Availability

• Regular business hours and after regular business hours, as necessary.
  
  

Work Environment

• The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact us at Vy Nguyen at (949) 334-8166.