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Executive Administrative Assistant

2 months ago

Lahaina, United States Lahaina Shores Maui Full time
Overview

Join us for this incredible opportunity to be a full-time Executive Administrative Assistant in our Association Management team for Lahaina Shores Beach Resort located in the heart of the historical Lahaina town. The Lahaina fires had caused extensive damage to homes, businesses, our property, and historical sites in the area. The reconstruction efforts included rebuilding the resort, restoring damaged infrastructure, renewing common areas and revitalizing owner's condo units.

CoralTree Residence Collection is recognized as the outstanding choice for managing premium and luxury residential resorts, vacation homes, and hotels, defined by people with genuine purpose, pride, and a sense of place.

As a valued member of our team, you'll receive a comprehensive benefits package that includes:
  • Earn up to 24 days of PTO (Paid Time Off)
  • Five free room nights at CoralTree Hospitality properties
  • Unlimited Friends and Family receive discounted rates at CoralTree Hospitality Group properties
  • Paid Vacation, sick days, and holidays
  • 401(k) Retirement Savings Plan with a company match
  • Group medical, dental, vision, life, and disability benefits
  • Employee Assistance Program
  • Access to employee discounts from industry-leading brands in travel, entertainment, and retail including Walt Disney World, Live Nation, Samsung, Hertz and many more
  • Position is located at the resort in Lahaina town
  • Pay Rate: $33.00 to $35.00 an hour
CoralTree Residence Collection is an equal-opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Responsibilities

The Administrative Assistant will provide assistance and general administrative support for the Director of Association Management to enable to successful execution of the Company's business and strategic plan.
  • Assists with follow-up correspondence and phone calls.
  • Provides administrative support to key leaders.
  • Scheduling owner and vendor access to the property as needed.
  • Attends meetings, taking, transcribing, and distributing minutes.
  • Responsible for accurate and organized filing system, adhering to record retention procedures and new procedures for future filings including electronic and paper files.
  • Retrieves information as requested from records, emails, minutes, and other related documents.
  • Liaison for property manager with executive offices and executive team.
  • Prepares written summaries of data when needed.
  • Responds to and resolves administrative inquires and questions.
  • Maintains updated owner, and vendors lists as required by key leaders.
  • Maintains and assists property Association of Apartment Owners websites.
  • Maintains owner communications and pending tasks with key leaders' guidance.
  • Communicates with staff and all departments regarding owner issues and needs. Write up owner inquiries and distribute them to appropriate departments. Follow up with departments as necessary to ensure timely completion.
  • Maintain professional demeanor and high level of confidentiality.
  • Maintains good owner relations, responds to owner communications, to ensure that owner's concerns are communicated to the Key Leaders.
Qualifications
  • 3-5 years' experience in an administrative role preferred.
  • 2-3 years of association experience preferred.
  • Previous experience with invoicing or accounting experience preferred.
  • Guest services and/or customer service experience preferred.
  • Proficient working knowledge of Microsoft Office applications including Word, Excel, Outlook, and Power Point. Ability to learn new computer programs.
  • Ability to recognize and handle sensitive and confidential information.
  • Ability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
  • Excellent verbal and written communication skills.
  • Must have exceptional organizational skills; attention to detail; demonstrates ability to manage projects and establish priorities with diverse timelines and responsibilities.
  • Must have significant experience in problem solving, investigation and research.
  • Must work with minimal supervision and be pro-active in approach to problem resolution.