Executive Assistant HOA Community

2 months ago

Fairfax, United States Large Scale HOA Full time
Job DescriptionJob DescriptionExecutive Assistant

Job Function: The Executive Assistant serves as a primary resource to the Executive Director. He/she must have an upbeat, outgoing, and team-oriented attitude and excellent communication and computer skills. Primary to this position is a good working knowledge of the resident concern and architectural review processes and good document management skills. The Executive Assistant reports to the Executive Director.

Specific duties and responsibilities:

Executive Director and Staff Support
•\tAssists executive director with correspondence, record keeping, and projects, as directed
•\tMaintains hard-copy and electronic files, as required
•\tResearches issues and compiles information to assist executive director in addressing resident concerns
•\tAssists Architectural Review Administrator with property inspection process and preparation of HOA documents as needed
•\tGather/update/maintain resident contact information for TOPS database.
•\tChecks and responds to e-mail and faxes
•\tPrepares mailings, as needed
•\tAssists Finance manager with documents needed for monthly meetings, as needed.
•\tGreet and assist resident with requests for home sale packets, almanac advertising, ARB applications, and assessment payments
•\tAssist with resident concerns/issues, as needed.
•\tManage/update committee books

Board of Trustees
•\tManages project for archiving all Foundation documents
•\tMaintains policy/administrative resolutions and Foundation documents. Updates website with current resolutions
•\tMaintains Board files, hard copy and electronic
•\tAssists with drafting information for monthly Board meeting
•\tPrepares, collates, and disseminates the Board books; delivers to the Trustees’ homes
•\tMakes preparations for Board meeting setup
•\tAssists with research of Board issues, as directed
•\tFollows up on Board issues, as directed

Pool Registration
•\tAssists the Administrative Assistant with daily pool registration/issues as noted below.
•\tProcess registrations
•\tMaintain/update pool registration database at the office and at each pool.
•\tMaintain paper guest pass database and distribution and process requests
•\tMaintain non-resident database and wait list

Tennis
•\tProcess Tennis Security Access card requests.
•\tMaintain database
Committee Support
•\tStaff liaison for the Community Functions committee. Assists in planning and executing community social events, as needed. Coordinate calendar and event information with the Communications Manager for the almanac
•\tAssists with annual election process
•\tAssists the Election Committee in arranging the annual Volunteer Reception
•\tPrepare the community center for meetings
•\tAssists committees, as needed

Community Events
•\tMaintain community calendar
•\tAssists Administrative Assistant with developing and delivering signboard messages for various community events
•\tPrepare the community center for community events
•\tAssists in preparing and attending the New Resident Receptions.

Miscellaneous
•\tProcess mail when needed.
•\tOpen and close the office and perform other duties, as neededCompany DescriptionFranklin Farm Foundation CommunityCompany DescriptionFranklin Farm Foundation Community

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