Executive Assistant

We are a luxury condominium seeking an experienced, detail-oriented professional who excels at multitasking, demonstrates a strong work ethic, and brings a cheerful demeanor to the workplace.

Position Summary

• Full-time, non-exempt position
• Schedule: Monday-Friday, 8:00 AM to 4:30 PM
• Maintain a positive, courteous, and professional demeanor with owners, residents, agents, visitors, vendors, contractors, and co-workers at all times
• Ability to work independently with minimal supervision
• Adhere to Association and departmental operating procedures
• Complete assigned tasks accurately, efficiently, and on schedule
• Communicate effectively with management regarding Association-related matters

Essential Duties & Responsibilities

• Perform a wide range of administrative duties, including answering phones, managing emails, digital and physical filing, organizing records, and ordering supplies
• Serve as the primary point of contact for residents by answering questions and providing accurate information
• Welcome new residents and provide House Rules, registration documents, and an overview of tower procedures and amenities
• Maintain familiarity with the House Rules, policies, and procedures; assist in educating owners and residents as needed
• Work closely with property managers to keep resident, owner, and tenant information current
• Maintain records for resident pets, bicycles, and ocean sports equipment
• Assist with accounts receivable and accounts payable processing
• Update and maintain the Association database
• Prepare and distribute newsletters (Publisher format) and web-blast communications to residents
• Manage vendor relationships and collect pertinent documents.
• Maintain organized records, coordinate mailings, and distribute notices as required
• Assist with the coordination and hosting of property events and functions
• Perform additional administrative, clerical, and management duties as assigned

Skills/Qualifications

• Exceptional customer service skills with a genuine willingness to assist
• Prior administrative experience in a fast-paced, professional office environment
• Strong written and verbal communication skills
• Exceptional organizational and time-management skills with an ability to multitask and prioritize effectively
• Proactive, detail-oriented, and able to exercise sound judgment and initiative
• Strong teamwork and interpersonal skills
• Proficient in Microsoft Outlook, Word, Excel, and OneDrive; experience with Publisher and SharePoint preferred
• Condominium, hotel front desk, or concierge experience preferred
• Basic computer troubleshooting skills a plus
• Dependable, punctual, and reliable
• Japanese language skills (spoken and/or written) are a plus and beneficial for communication with owners and residents

Compensation

• Hourly rate: $26- $27 per hour, to commensurate with experience and skill set
• 90-day training and review period

Benefits

• Medical, dental, prescription drug, and vision coverage for employee after qualifying period
• Paid holidays after review period
• Paid Time Off (PTO) after one year of employment
• IRA retirement plan after one year of employment

This job posting describes the general duties and expectations of the position and is not intended to be a comprehensive listing of all responsibilities. Duties and responsibilities may be modified or expanded as needed to meet the operational and service needs of the Association. Management reserves the right to revise this description at any time.

Pay: $26.00 - $27.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person