Lifestyle Administrator

The Administrative Assistant/Lifestyle Director provides a wide variety of administrative support services and oversees social events for the community and reports to the Property Manager and VP of Lifestyle. Performs office work directly related to property management and general operations for the associaitons lifestyle program.

The Administrative Assistant/Lifestyle Director 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.

• Serve as management representative to the Social Committee.
• Schedule with Property Manager annual special projects and Club House Maintenance.
• Answers telephones and emails promptly, assisting residents with questions or concerns.
• Tracks resident issues to enable Property Manager to identify major problems or trends.
• Maintains Association files, mail, binders, and office supply inventory.
• Preforms property inspections as directed by the Property Manager.
• Work with the Social Committee chairperson and Board liaison to plan and execute social events.
• Coordinate and implement all Association-funded events and/or shows; including but not limited to, ticket sales, scheduling room use, facilitating preparations (Set-up, execution and break down) and procurement of all supplies needed for the activities.
• Attend shows and events as needed, to be coordinated with the Social Committee.
• Publish social calendar for distribution both electronically and club house.
• Create printed information for distribution, including performer bios, show synopses or itineraries for events, and posters and flyers advertising events and classes.
• Maintain complete and current files for all events, including copies of all event-related items; i.e., performer bios and show synopses; contracts; flyers; tickets; ticket sale related information; itineraries; critiques and recommendations, etc.
• Maintain accurate financial records relating to all events, including submitting check and petty cash requests for event expenditures, balancing checks with ticket sales, completing deposit slips and making deposits, tallying total costs and sales for submitting sales and usage taxes.
• Edit and produce Community Association Newsletter and manage social media platforms.
• Prepare report to be included in the various management reports.
• Prepare articles for various associations publications, including E-blasts.
• Ensures all safety precautions are followed while performing duties.
• Any other responsibilities as assigned by supervisor.

Education/Training/Certifications/Licenses:

High school diploma or equivalency required. Associates degree in business or hospitality preferred.

Experience/Knowledge/Skills:

Two (2) to three (3) years of business experience preferred, including administrative background and event planning. Strong customer service, communication and interpersonal skills required. Effective written and verbal communication.

Computer literacy:

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

Language requirements:

Multiple language fluency is desirable, but not necessary.

Travel and availability requirements:

May be required to travel for training sessions off-site on an ad-hoc basis. May be occasionally required to cover for staff at other communities within a reasonable commuting distance if needed. Ability to work extended hours and weekends on an occasional, as needed basis.

Physical Requirements:

Ability to lift 40 lbs.; Work in an upright standing or sitting position for long periods of time. Handle, grasp and lift objects and packages; extensive use of fingers for typing and visual use of the computer monitor. 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. May require outdoor site visits or outdoor events on an as needed basis in hot, cold, or rainy condiditons.

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.