Assistant Property Manager
4 weeks ago
Introduction
The Wilshire Regent Association is seeking a dynamic and detail-oriented Executive Assistant to the General Manager.
The Wilshire Regent is a 23-story, 208-unit luxury residential condominium building located on the prestigious Wilshire Corridor in Westwood. The amenities include a large 6th-floor pool deck, fitness center, guest rooms, conference rooms, large party room with kitchen, and private individual offices.
Position Summary
The Executive Assistant to the General Manager will play a crucial role in the daily operations of the Association. This position requires a professional who can efficiently manage calendars, coordinate meetings, and maintain records while ensuring smooth communication between homeowners, vendors, and staff.
Essential Duties and Responsibilities
- Collaborate with staff, contracted vendors, and the General Manager to meet Association requirements and build positive relationships.
- Assist in projects directed by the Board of Directors.
- Manage complex schedules and coordinate internal and external meetings.
- Provide legal consultation and reference relevant civil codes as needed.
- Maintain organized filing systems for homeowner files, vendor contracts, employee records, and payroll.
- Oversee staff and ensure effective team collaboration.
- Process accounts receivable and payable and manage payroll and employee benefits.
- Serve as the primary contact for owners, vendors, and staff; respond to inquiries and manage Board communications.
- Prepare Board meeting packets, agendas, and minutes, ensuring proper documentation and distribution.
- Oversee contractors and ensure compliance with maintenance and repair agreements.
- Maintain records and correspondence using BuildingLink software.
- Oversee the reservation process for common area rooms and ensure vendor compliance with contracts.
- Assist in preparing and reviewing vendor contracts to ensure adherence to Association standards.
- Maintain accurate records, including Certificates of Insurance, meeting minutes, policies, and operating procedures.
- Write, edit, and review communications, newsletters, and website updates to ensure residents have access to current information.
- Perform any other duties as assigned by the General Manager.
Desired Characteristics
- Ability to work independently with a proactive approach.
- Excellent verbal and written communication skills are essential.
- High level of attention to detail while managing multiple tasks.
- Experience in a rapidly changing environment with a positive attitude toward challenges.
- Strong organizational and analytical skills.
- Educated in civil codes and Davis-Sterling.
Requirements
- Minimum of 1 year in community association, property management or hospitality.
- Bachelor’s degree preferred.
- Executive Administrative Assistance and Executive Support skills
- Strong Communication and Administrative Assistance abilities
- Excellent organizational and time management skills
- Ability to maintain confidentiality and professionalism
- Proficiency in Microsoft Office suite
- Strong written and verbal communication skills.
- Valid Driver’s License.
- Regular business hours with flexibility for after-hours as needed.
Work Environment
The work environment is professional, with reasonable accommodation provided for individuals with disabilities.
Equal Opportunity Employer
The Wilshire Regent Association is an Equal Opportunity Employer and celebrates diversity within our team. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity, age, veteran status, disability status, or any other legally protected status.
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