Executive Assistant
The Management Trust - Highland, CA

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Ownership Opportunity: Executive Assistant, East Highlands Ranch, CA

Status: Exempt

Compensation: Salary – Up to $40K DOE

Special Requirements: Some night Board Meeting Attendance required.

COMPANY PROFILE:
The Management Trust, www.managementtrust.com, believes building a community takes more than just hammers and nails. It begins with the promise of integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee owned community management firm in the nation. We strive to create an environment that allows every Employee Owner the freedom to be their true and best self, the freedom to grow professionally, and personally, and the freedom to prosper emotionally, intellectually, and financially. However, with freedom comes great responsibility. We have made a significant investment in our training, equipment, and culture. By inviting our Employee Owners to become equity partners, we expect a lot in return ~ your active participation in growing our business. It is in this spirit that we encourage you to explore our Ownership Opportunities and how your unique gifts and talents will be cultivated and allowed to flourish. We currently serve six states (AZ, CA, CO, NV, OR, WA) and are rapidly growing.

EMPLOYEE OWNER PURPOSE:
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This person will report directly to the General Manager (GM) and shall have significant contact with Homeowners Association Board Member of Directors, Committees, Residents and Staff and perform, or cause to be performed, the following tasks.

JOB DUTIES AND RESPONSIBILITIES:
Board Meetings and Association Functions

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Assist the GM in the preparation of all board meeting packets and ensure delivery of such to all Board members.

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Coordination and set up of all board meetings.

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As the recording Secretary, shall attend all Board meetings in order to record the minutes, board actions and other directives during the meeting.

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Timely transcription and distribution of meeting minutes.

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Maintain corporate minute binders, electronic files and HOA documents on website

Board Appeals Meetings

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Coordinate with Board the scheduling of Appeals Hearing meetings.

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Prepare agendas and meeting packets and ensure delivery of such to all Board members.

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Attend meetings and transcribe minutes.

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Send appropriate Member letters prior to and following hearings.

General Office Duties

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The Executive Assistant is the Office Manager with the responsibility of ensuring the smooth running and operation of the office operations, which includes but is not limited to:

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Ordering supplies

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Establishing and coordinating office policies and procedures as approved by GM.

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Maintain vacation schedules and ensure front desk coverage

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Provide front desk coverage when needed

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First point of contact for IT and vendor services pertaining to office operations.

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Direct supervisory responsibility of the Membership Services Administrator.

Payroll & HR

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Assist the GM in the interviewing, hiring, processing and training of all new administrative staff.

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Process new hires and submit all necessary documents to corporate HR.

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Process bi-weekly time sheets prior to submittal to corporate HR.

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Act as liaison between staff and the corporate office on general matters pertaining to HR policies and employee benefits.

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Distribute paychecks to all employees.

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Assist GM in scheduling and conducting Team Meetings.

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Schedule staff meetings upon notification for such items as; safety, HR items, insurance, etc

Other Duties As May Be Assigned.

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The Executive Assistant shall supply such additional services as may be assigned by the GM.

QUALIFICATIONS:
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Solid working knowledge of Microsoft office (Word, Excel, PowerPoint, Outlook).

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High School Diploma or GED equivalent.

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Professional Customer Service Attitude and Demeanor.

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Effective time management and organizational skills.

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Well-developed verbal and written communication skills.

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Ability to interact with senior management and staff effectively and be flexible with respect to changing priorities and tight deadlines.

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Self motivated individual who demonstrates initiative, flexibility, and problem solving.

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