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.
Provides administrative and secretarial support to the General Manager. Manages the executiveschedule, arranging appointments, travel, meetings, and conference calls. Plans and executes a widerange of functions including responsibility for personnel administration, tenant and employee relations,payroll and records management. Assists in the preparation of financial statements and budgets.Manages the Symphony Honolulu Residential Database, updating and maintaining new and currentresident information. Creates and maintains all forms and signs regarding Symphony Honolulu. Workrequires some analysis and use of initiative and independent judgment with frequent access toconfidential and highly complex information. Is knowledgeable of corporate policy and is often calledupon to interpret and communicate the General Manager’s intent to other managers.
DUTIES AND RESPONSIBILITIES
A. Essential Job Duties
1. Prepares letters, reports, and other correspondence of a confidential nature requiringjudgment as to appropriate format. Prepares reports to the Board of Directors as requestedby the Board or General Manager
2. Answers routine correspondence independently or replies according to general instructionsfrom the General Manager. Prepares memos for issuance to employees regardingoperational or administrative matters.
3. Screens telephone calls, personal and confidential mail, fax messages, and a variety ofgeneral correspondence. Refers calls, mail, and correspondence to the General Manageraccording to priority.
4. Interacts directly with tenants, guests, visitors, and business representatives. Provides firstline assistance and support regarding questions, complaints, or directions. Refers unusual ordifficult situations to the General Manager.
5. Assists General Manager in the preparation and administration of the company’s financialoperations:
a. Assists in the preparation of the budget prior to the new fiscal year.
b. Assists in reviewing and preparing work papers and documents for theannual budget, including operating expenses, depreciation, interest,
insurance, administrative, and fiscal matters.
c. Assists in the preparation of spreadsheets and database analysis of actualperformance to budget throughout each fiscal year.
6. Develops, prepares, and publishes special tenant-directed newsletters, postings, website,and informational matter:
a. Prepares orientation packets for issuance to all new residents
b. Writes and composes the “Symphony Honolulu Newsletter” with thesupport and input of the General Manager. Submits the final copy forreview and approval of the manager.
c. May develop a monthly “Symphony Honolulu Calendar” issued to all tenantsbefore each month. The calendar includes a listing of special events,scheduled cleaning and maintenance, and other news items of significanceto the tenants.
d. Maintains and updates the company bulletin boards for tenants andemployees and ensures the posting of all relevant internal and legal
information.
e. Maintains and updates the informational system in the elevators for tenantsand commercial advertisers and ensures the posting of all relevant
information.
f.Maintains and updates the symphonyhonolulu.net web site relevantinformation and updates.
g. Maintains and updates the Residential database with relevant information.
7. Coordinates arrangements for off-premises meetings, seminars, or workshops. Mayrepresent the General Manager at meetings, as directed.
8. Maintains administrative and personnel files, including payroll and medical files, officecorrespondence, legal documents, purchase orders and invoices, reports and proposals.
a. Handles the initial processing of new hires and ensures accurate completionof required personnel forms. Enters all documents into the employee’s
personnel file.
b. Monitors employees’ service anniversary dates for accurate and timelyapplication of benefits.
c. Updates and purges employee files periodically. Communicates all wageand benefit adjustments to affected employees.
9. Coordinates the company’s employee timecards; clarifies discrepancies and unusual entries.
a. Monitors and examines employees’ time and attendance; clarifiesdiscrepancies and unusual entries.
b. Completes timesheets for each payroll period and submits timesheets toAssocia Hawaii for processing.
c. Ensures the timely and accurate enrollment of new and current employeesin all relevant benefit plans.
d. Processes departmental requests for equipment and supplies. Preparesinvoices, places orders, and arranges for deliveries and/or pick-ups. Verifiesaccuracy of order upon receipt.
e. Prepares invoices for payment of billings subject to approval of the GeneralManager. Upon approval, each invoice is date/time stamped; affixed withthe manager’s signature stamp verifying approval; assigned a budget code;and referred to Hawaiiana Management for payment.
B. Marginal Job Duties:
1. Attends to the business needs of the General Manager; performs special errands and tasks,as directed.
2. May make minor administrative decisions requiring initiative, judgment, and knowledge ofSymphony Honolulu practices, policies and organization.
3. Performs other related duties, as directed or required.
A. Experience:
- Minimum two (2) or more years’ experience as a secretary at an executive level.
- Equivalentexperience in accounting procedures and elementary financial analysis combined with personneland wage and benefits administration.
- Must exercise a high degree of professionalism, patience,confidentiality, diplomacy, and tact in interacting with a wide variety of personalities.
B. Knowledge:
- Working knowledge of basic accounting procedures, with ability to understand, prepare, analyze,and utilize financial statements, budgets, and financial spreadsheets.
- Word processing skills inWord; literacy in Microsoft; 60-70 wpm typing ability.
- Familiarity with operation of multi-linephone systems and desk-top publishing highly desirable.
Strong written and verbal communication skills. Ability to work independently and interacteffectively with tenants, staff and visitors.
C. Education / Training:
- Secretarial science, Business School graduate or equivalent education.
- College degree inBusiness Administration or Human Resources preferred.
- Relevant training in both disciplinesdesirable.
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.
