Executive Assistant

Currently accepting applications for an Executive Assistant to provide a high level of administrative and management support to the General Manager. Initiate maintain and upload electronically a variety of files and records. Prepare and distribute minutes of board and committee meetings as directed. Must have excellent oral and written communications skills. Excellent customer service and telephone skills required. Must be proficient with office technology and have a high level of computer skills including working knowledge with Microsoft Office. Required to work evenings occasionally, but at least monthly. Hospitality background preferred. Hours range from 30-40 hours per week. Hourly pay range between $22-$25 based on experience.

PRIMARY PURPOSE

To provide a high level of administrative support to the General Manager and Board of Directors.

ESSENTIAL RESPONSIBILITIES AND RESULTS

o Provide administrative and clerical support, including word processing, preparation of correspondence and participation in active communications for General Manager.

o Set up and maintain schedule, calendar, and appointments for General Manager.

o Make photocopies and perform filing for the General Manager and board.

o Prepare the board of director meeting documentation.

o Prepare board meeting agendas and annual calendar for the board of directors.

o Take and transcribe meeting minutes.

o Handle licensing reports for entertainment and other governmental paperwork.

o Complete actions required from monthly board meeting.

o Order office supplies.

o Manage the board of director election processes.

o Scan and file accounting documents.

o Assist accounting staff with duties.

o Assist HR Dept. with clerical and administrative duties.

o Update, maintain and distribute new homeowner packets.

o Quarterly updates of the organizational chart and internal and external directories.

o Assist and provide back-up for AR position including taking payments, entering, and processing daily checks, and assisting with escrow requests.

o Work with managers on reserve, capital, and operations requests for monthly board meetings.

o Update SDCEA website with BOD information and agendas, minutes, and monthly financials.

o Assist in posting open employment positions on various platforms.

o Maintain brand standard in all communications.

o Order of all name tags and business cards.

o Responsible for maintaining document storage and retention policy.

o Organize and track all contracts and permits.

o Assist in organization and retention of SDCEA policies.

o Manage email preferences and account updates for homeowners.

o Maintain manager operation guide.

o Maintain recycling programs to retain compliance of county ordinances.

o Other related duties as requested by supervisor.

AMOUNT OF SUPERVISION RECEIVED

This position receives occasional supervision and occasional frequent instruction from the General Manager, Director of Financial Operations and Board of Directors. This position has no authority to make decisions outside the scope of job responsibilities without prior approval of management. This position has no authority over others. General Manager reviews incumbent’s work occasionally to frequently.

INTERACTION WITH OTHERS

This position interacts daily and frequently with the General Manager, members of the Board of Directors and senior managers. This position interacts occasionally with other staff members and occasionally with advertisers, vendors, and community groups. This position also interacts frequently with property owners and attorneys.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibility.

PHYSICAL DEMANDS

This position requires constant talking, hearing and use of hands and fingers, and frequent walking. Position requires sitting at a desk for extended periods of time typing. This position requires occasional standing, climbing, balancing, stooping, kneeling, crouching, and reaching with hands and arms. The incumbent must be able to lift and carry up to ten pounds on an occasional basis. Good close vision, good depth perception and the ability to adjust focus are required.

WORK ENVIRONMENT

This position works primarily indoors in an office setting. A moderate noise level is typical for the work environment of this job.

USE OF DISCRETION AND INDEPENDENT JUDGMENT

This position requires a high amount of discretion regarding knowledge of employee issues, member hearings, Board executive matters and legal matters.

EFFECT OF POSITION ON ORGANIZATION OR ON ORGANIZATION’S CUSTOMERS/CLIENTS

This position represents the company daily and must portray a professional appearance and demeanor.

QUALIFICATIONS REQUIRED

· Education: Requires a high school degree or equivalent.

· Experience: Requires a minimum of 5 years of executive administrative experience.

· Communication skills: Excellent oral and written communication skills, grammar, spelling, and sentence structure. Excellent telephone skills required.

· Mathematical skills: Basic math skills sufficient to perform simple calculations. Ability to use calculator.

· Computer skills: Strong computer skills including high level working knowledge of word processing and spreadsheet programs. Knowledge of professional business office procedures. Proficient use of computer applications such as Microsoft Office, including collaboration using shared drives.

· Reasoning ability and other skills: Must be able to maintain a high degree of confidentiality. Requires good customer service and people skills. Must maintain objectivity and flexibility.

· Certificates, licenses: A valid California driver’s license is preferred.

Job Types: Full-time, Part-time

Pay: $22.00 - $25.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evening shift
• Monday to Friday

Work Location: In person

Salary : $22 - $25