Executive Assistant

PRIMARY PURPOSE: The Executive Assistant provides administrative and project support to the Community Manager in the day-to-day operation of The Hideout. This role serves as the eyes and ears of the CM, connecting departments, projects and critical business information to the CM. This role acts as an advocate and ambassador for The Hideout at all times.

Provide administrative support for the Board of Directors including but not limited to:

• Coordinate annual compliance documents.
• Draft the annual Meeting and Election schedule.
• Coordinate with Department Managers to organize agenda materials. Draft agendas for Chair and management review, prepare and distribute meeting workbooks and Zoom log-in information.
• Ensure that meeting room is prepared by coordinating with Department Managers as appropriate.
• Prepare Member email meeting communications and update events calendar.
• Attend all Board meetings and take minutes. Prepare draft minutes for Chair and management review. Communicate action items and resolution votes to managers. Update annual Board resolutions document and provide to independent auditor as appropriate.
• Ensure that all agendas, meeting minutes, and supporting documentation are filed electronically.
• Update the website with meeting agendas, minutes, resolutions and election information.
• Provide administrative support to Committees:
• Act as POA liaison to the Governing Documents Committee. Organize proposed Bylaw amendments, and proposed Consolidated Rules and Regulations amendments for Board approval and membership vote. Provide suggestions so that consistent decisions regarding document language, format, etc. are considered. Prepare meeting materials and room set-up.
• Act as POA liaison to the Nominating Committee. Ensure that candidate filing requirements meet established standards. Compose and coordinate committee election calendar, candidate communications and materials. Provide suggestions so that consistent decisions regarding document language, format, etc. are considered. Prepare meeting materials and room set-up. Act as point-of-contact to candidates regarding inquiries, material submissions, etc.. Forward candidate submissions to committee for review and track responses. Communicate committee decisions. Coordinate with Department Managers to prepare venues for election events (i.e., Ice Cream Social, Video Q&A, Meet the Candidates). Prepare meeting materials and room set-up.
• Provide administrative support to the Election Committee. Coordinate with electronic voting vendor, printer and independent auditor in preparation for the annual board election. Prepare all materials including official ballot, voting instructions and envelopes. Prepare membership email communications and create Hideabout notices and flyers. Coordinate with Community Relations Manager regarding Hideabout, Facebook and Channel 920 postings when appropriate. Post-election information to website. Coordinate and assist in Vote Count event.
• Coordinate communications, agenda, materials, and room setup for annual Committee Chairperson Meeting.
• Maintain contact list for committee members. Act as point-of-contact to committee chairpersons in regards to applications, resignations, transfers and committee procedures. Communicate appointment approvals or rejections to Members. Update rosters and post to website.
• Coordinate mass mailings. Update forms and informational materials. Coordinate with printer regarding the Annual Assessment & Proposed Bylaw Amendments package, and the Annual Election of Directors package. Create materials and coordinate with vendors to ensure critical deadlines are met.
• Track and renew Food, Liquor, and Small Games of Chance state licenses.
• Coordinate Bills of Sale, Titles and Insurance Documentation:
• Update insurance policy documentation. Distribute vehicle insurance cards to Department Managers.
• Process and track insurance claims on behalf of The Hideout as appropriate.
• Prepare Bills of Sale and Titles for vehicle sales and purchases. Coordinate with insurance carrier to request additions and deletions of vehicles from policy as appropriate. Submit documentation to Finance Department for auditing purposes.
• Responsible for updating The Hideout Bylaws and Consolidated Rules and Regulations when amendments are approved by the membership. Ensure current versions of Hideout Governing Documents are distributed as necessary and posted to website. Responsible for updating the Amenity Fee Guide. Act as the point-of-contact for Member Right To Know requests.
• Re-stock board kitchen and office supplies, submit purchase orders and work orders. Ensure the POA physical environment is maintained in a safe and efficient manner.

EMPLOYMENT STANDARDS:

• Must possess three to five years’ prior experience supporting a senior executive or team. Office management experience preferred. Familiarity working within a homeowners association and/or hospitality environment is preferred.
• Must exhibit a high level of professionalism and discretion at all times.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) are required. Experience with Adobe Acrobat Pro and website maintenance skills are preferred.
• Exceptional writing, editing and proofreading skills are required.
• Excellent organization and time management skills are required.
• Must exhibit sound judgement with the ability to prioritize and make decisions.
• Must possess a strong ability to multi-task in a fast-paced environment.
• Must be proactive and results-oriented with the ability to work independently.
• Must be a team player capable of cultivating productive working relationships across the organization.

Job Type: Full-time

Pay: $49,451.32 - $59,554.27 per year

Benefits:

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

Work Location: In person