POSITION: Executive Administrative Assistant

REPORTS TO: HOA Executive Director

Key Responsibilities:

1. Administrative Assistant:

A. Assist in administration of special events sponsored by the Association or any of the Association committees or organizations.

B. Answer the telephone and forward it to appropriate personnel.

C. Serve members at the concession (food, drinks, alcohol) when concession staff are not available.

D. Manage and maintain financial records using QuickBooks Desktop

E. Assist with budget preparation and financial reporting.

F. Coordinate and schedule meetings, prepare agendas, and take minutes.

G. Respond to homeowner inquiries and concerns in a timely and professional manner.

H. Assist with the preparation and distribution of newsletters and other communications.

I. Maintain accurate records and files.

J. Assist with special projects and events as needed.

K. Monitor all rules and regulations as set forth by the Board of Directors.

L. Handle minor problems and complaints pertaining to Association issues referring major problems to Manager.

M. Assist Manager in monitoring all lifeguards and works lists.

N. Assist Manager in maintaining supplies for building.

O. Monitor and enforce rules and regulations and enforce discipline on

Association property.

F. Other duties as assigned by the Manager.

2. Clerical Duties:

A. Schedule reservations for the clubhouse, swimming pool, pavilion, and tennis courts. Provide homeowner a rental price quote and request a deposit to reserve the date.

B. Check in new members, issue packets, membership cards and so forth.

C. Monitor Association’s email account.

D. Maintain filing system for accounts payable and Association correspondence.

E. Arrange for mailbox change or installation for repairs or for new residents.

F. Other duties as assigned by the Executive Director and Board of Directors to ensure the smooth functioning of the Association.

G. Maintain minutes from the monthly board meetings.

3. Newsletter/Website/Social Media:

A. Obtain information from developers, various committees, board members, and homeowners.

B. Summarize board minutes and treasurer’s report for information to be published.

C. Design ads (as needed) and publish.

D. Accept ads and collect monies for them (or charge accounts). Bill those that are regular advertisers.

E. Enter all the information for the newsletter.

F. Copy, collate, staple, and arrange newsletters and flyers for distribution.

G. Mail newsletters to advertisers.

H. Manage social media accounts and maintain website.

I. Monitor social media accounts.

J. Other duties as assigned by the Manager or Board of Directors to ensure smooth functioning of the Association.

4. Bookkeeping & Records:

A. Deposits, data input, and daily reports as assigned, in the absence of the secretary.

B. Other duties as assigned by the Manager or Board of Directors to ensure the smooth functioning of the Association.

5. Qualifications

A. High school diploma or equivalent

B. Previous experience as an administrative assistant or in a similar roll

C. Proficiency in QuickBooks Desktop preferred

D. Strong organizational and time-management skills

E. Excellent communication and interpersonal abilities

F. Ability to work independently and as part of a team.

G. Knowledge of HOA operations and regulations is a plus.

Pay Range ($18 – 20/hour)

Otter Creek Homeowners Association

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Executive Administrative Assistant