Executive Assistant

AAM, LLC. - Bluffton, SC

Full-time
Job Details
Description
Sun City Hilton Head is the largest active adult community located in the heart of the South Carolina Lowcountry built on more than 5,000 acres. The property offers its 14,000 residents an engaging lifestyle to include three golf courses, fitness centers, indoor and outdoor pools, walking trails, sports park, performing arts center and crafts facilities. With more than 100 active clubs and groups, plentiful social and volunteer opportunities, a variety and abundance of activities, the beauty of the landscape and the high level of resident involvement make Sun City Hilton Head a premier active adult community.

Position Summary:
The Executive Assistant provides the Executive Director with personalized secretarial and administrative support in a well-organized and timely manner, and provides the Board of Directors with administrative support, while protecting and maintaining the confidentiality of the information.

Position Responsibilities:
Participates as a member of the senior management team in support of Sun City Hilton Head, the Executive Director and the Board of Directors to include assisting in scheduling and correspondence.
Prioritizes and follows up on incoming issues and concerns surrounding the property and/or employee needs.

Executive Director Responsibilities:
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
Drafts letters and documents, collects and analyzes information, initiates communication through the various methods available.
Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
Welcomes guests and customers by greeting them in person, or on the telephone, and answering or directing inquiries and provides support to the front desk as requested by the Executive Director.
Maintains confidentiality while working on correspondence, minutes, or projects on behalf of the Executive Director.
Collects and analyzes data necessary to prepares reports, policies, presentations, and/or correspondence on behalf of and at the direction of the Executive Director.
Maintains filing systems for all documents produced on behalf of the Executive Director.
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and other means.
Responsible for the overall organization and day-to-day needs of the Executive Office.
Assists with all employee correspondence and coordinating meeting for staff and Board of Directors.
Performs other related duties as assigned.

Board of Directors Responsibilities:
Supports the Board of Directors by arranging meetings, working sessions, workshops, retreats, and training sessions as required by the governing documents or requested by the Executive Director on behalf of the Board of Directors. Such arrangements may include room reservations, preparing presentations, obtaining required equipment and food service.
Assists the Executive Director in the preparation the draft agendas for all meetings, working sessions, workshops, retreats, training, sessions, and other requested meetings of the Board of Directors.
Records the minutes for Board meetings, and prepares action items resulting from Board Working Sessions.
Maintains files for the Governing Documents of the Association, including Board correspondence and Board policies.
Working knowledge of all Board Appointed Committees.
Performs other related duties as assigned.

Knowledge, Skills and Abilities:
Ability to multitask, and prepare and process large amounts of administrative and customer request items while being detail oriented.
Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
Exceptional organization and tracking skills.
Ability to function efficiently in a fast-paced, demanding environment.
Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet and e-mail systems.
Ability to interact and work positively and effectively with homeowners and staff at all levels.
Advanced communication skills both verbal and written.
Superior customer service skills and phone etiquette.
Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:
Primarily sitting at workstation utilizing a computer in an office setting.
Walking/driving through community as needed.

Qualifications
Behaviors
Preferred

Leader: Inspires teammates to follow them

Functional Expert: Considered a thought leader on a subject

Team Player: Works well as a member of a group

Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations
Preferred

Self-Starter: Inspired to perform without outside help

Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization

Education
Required

High School or better.

Preferred

Associates or better.

Experience
Required

5 years: High school diploma or GED and five (5) years of full time, paid, professional experience working in an Executive Assistant role.
Preferred

2 years: Associate’s Degree and two (2) years of full time, paid, professional experience working within an HOA/property management environment. Paralegal experience or experience working with legal documents.