Executive Assistant
Job Description
Community Management is a Team Sport
As the saying goes, It Takes a Village. This same rule applies in our business of managing communities. This is why we place a high value on collaboration, team work, and accountability.
If you're a determined self-starter with a passion for finding solutions and you want to join a dynamic, talented and successful team, join the Associa Colorado team in Highlands, Ranch, Colorado as an Executive Assistant dedicated to one of our gorgeous communities. We're seven-year-in-a-row recipients of the prestigious Great Place to Work® certification, which recognizes companies with high-trust, high-performance workplaces.
Want to learn more? Apply now!
Executive Assistant Responsibilities:
The Executive Assistant is responsible for supporting the General Manager and residents primarily, but will also interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office. The Executive Assistant will also assist the General Manager with oversight and support of the various departments within the Community Association including Food & Beverage, Facilities Maintenance, Custodial, Landscaping, Lifestyle, etc. Due to the nature of this position, some evening and weekend hours will be required.
ESSENTIAL DUTIES:
- The Executive Assistant with implementation of Board policy and directives within the scope of the management agreement, works with the board on strategic initiatives, policy governance and association projects.
- Assist with employee hiring, training, supervising, and performance management.
- Assist with preparing schedules and establishes priorities for routine and special work projects.
- Assist with annual budgeting process and with the administration of the various functions of the community within the projected and approved operating budget.
- In conjunction with the General Manager, act as a liaison between the Board of Directors and residents in the execution of the established policies and the conveyance of resident grievances.
- In conjunction with the General Manager, work as a liaison between the Board and legal counsel, as well as the Board and the Board Advisory Committees.
- Provide orientations to Members upon closing and collect and maintain Member information.
- Receive and respond to incoming calls/emails for information, account requests or community issues timely.
- Maintain the online communication portal and document uploads, respond and resolve resident requests timely.
- Assist with receiving, reviewing, processing, and coding weekly payables and vendor information.
- Ensure appropriate Homeowner Files, Documents and Accounting files are updated and stored for proper retention online or hard copy, as appropriate.
- Review and understand the Management contract requirements.
- Review and understand the Governing Documents of the Association.
- Maintain working knowledge of internal systems.
- Attend Committee Meetings, Board meetings and any other meetings as directed by the Board and General Manager.
- Other duties as assigned.
ADMINISTRATIVE DUTIES:
- Maintains all association records as required by the governing documents, state law and management company protocol.
- Provides confidential administrative support to Community Manager to include working within the current procedures relating to the collection of delinquent assessments, fines, and fees, drafting and proofreading correspondence, daily monitoring of in/out boxes and mail correspondence. To include data entry and processing deed violation notices and letters.
- At the direction of the Community Manager, plans and prepares for Community Information Meetings, Annual Meetings, Budget Meetings, Board of Directors Meetings, Committee Meetings, New Owner Orientations, Staff Meetings and Special Meetings to include attendance at these meetings as requested. Assist in preparing all necessary agendas, presentations, copies, exhibits, notices, etc. for these meetings as well as securing location for meetings as requested.
- Serves as recording secretary to the Board of Directors and support to committees to which the Community Manager serves as staff liaison.
- Creating and maintaining community and team calendars to stay abreast of meetings, special events, property inspections, special projects and other deadlines.
Onsite Position: 10989 Sundial Rim Road, Highland Village CO
Requirements:
Benefits Summary:
- World-Class Training
- Additional Income Opportunities
- CAI (Community Association Industry) Course/Designation Assistance
- Paid Time Off/Holidays
- Comprehensive Medical Benefits
- Wellness Incentives
Compensation:
- $55,000-$65,000; direct experience highly considered.
