Executive Assistant

Position Overview:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our leadership team and operational functions within a growing community association management company. This role is critical in ensuring smooth internal operations, regulatory compliance, staff support, and client transitions.

The ideal candidate thrives in a fast-paced environment, can manage multiple priorities, and takes initiative to improve processes and training systems while providing high-level administrative and operational support.

Key Responsibilities:

Continuining Education & Training

• Refresh and maintain company training programs, curriculum, and documentation
• Coordinate and manage employee training schedules
• Identify opportunities for process improvement and operational efficiencies

Client & Operational Support

• Assist Transition Leader with client onboarding and transitions, ensuring smooth handoffs
• Coordinate and support special projects as assigned by Leadership
• Manage scheduling of Zoom meetings

Compliance & Licensing

• Oversee and track:
• State licensing (CAM Licensing)
• CMCA renewals and credential compliance
• CAI (Community Associations Institute) event registrations
• Manage Secretary of the State (SOTS) filings and town clerk documentation for clients
• Oversee CERT-103 form tracking, compliance, and administration

Administrative & Office Operations

Provide coverage support during extended employee absences, including:

• Resale certificates and condominium questionnaire processing
• Incoming mail management and distribution
• Mailing production and coordination
• Office supply ordering

Systems & Data Management

• Create and maintain SmartSheets, workflows, and reports
• Set up new hires within systems and tools
• Manage employee access levels and permissions
• Ensure data accuracy, usability, and efficiency across platforms

Qualifications:

• 2+ years of executive assistant, operations, or administrative leadership experience
• Experience in property management, community association management preferred
• Proficiency with Smartsheet (or similar project management tools)
• Excellent organizational, time-management, and multitasking skills
• High attention to detail with the ability to manage compliance-driven tasks
• Strong communication and interpersonal skills
• Ability to work independently and anticipate needs

Key Competencies:

• Process improvement mindset
• Problem-solving and adaptability
• Discretion and professionalism
• Strong follow-through and accountability
• Ability to manage confidential information

Why Westford?:

• Collaborative and supportive team environment
• Opportunity to play a key operational role in a growing company
• Exposure to executive decision-making and strategic initiatives
• Career growth within a dynamic industry

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person