Executive Administrator

SUMMARY
The Executive Administrator is primarily responsible for providing administrative assistance to the Executive Director of a Master Planned Community (HOA). The Executive Administrator must understand the importance of providing outstanding customer service and be able to interact effectively with homeowners and Clubhouse users. This position requires a high level of technical proficiency and accuracy, and a willingness to learn and grow.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Executive Support: Provides comprehensive administrative support to the Executive Director, ensuring that the needs of the association are met efficiently and effectively.

· Meeting Coordination: Supports MPHOA Board and Management meetings by scheduling, coordinating meeting logistics, preparing meeting packets, distributing them in advance, and ensuring all necessary materials are included. Attends evening Board Meetings to take minutes, track action items, and follow up as needed.

· Deadline Management: Consistently ensures that community and company deadlines are met, managing tasks and projects to stay on schedule and within scope.

· Workforce and Personnel Management: Manages onboarding new hires, completing required paperwork, ensuring completion of orientation checklists, and conducting employee training. Coordinates recruitment efforts, posting job openings internally and externally, and facilitating employee benefit eligibility and enrollment. Maintains and updates employee records with strict confidentiality.

· Benefits Administration: Coordinates annual benefit renewals with insurance providers, ensuring all benefits are updated and communicated effectively to employees.

· Special Projects Assistance: Assists department managers with special projects, including those that support homeowner needs, ensuring that projects are completed on time and meet quality standards.

· Communications Management: Oversees and coordinates all internal and external communications, including digital media, newsletters, printed materials, branding efforts, marketing initiatives, public announcements, and community outreach programs to enhance engagement with homeowners and stakeholders.

· Asset Management: Manages and tracks company assets, including computer equipment, ensuring proper documentation and regular updates to asset inventory lists.

· IT Support Liaison: Acts as a liaison between staff and IT contractors, effectively communicating technical issues and ensuring timely resolution.

· Organizational Skills: Demonstrates strong organizational skills, with the ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced, dynamic work environment.

· Software Proficiency: Proficient in a wide range of software programs and database systems, including Microsoft Office, ADP, Adobe Acrobat, Vantaca, WordPress, Constant Contact, and EZ Facility, to streamline work processes and improve operational efficiency.

· Communication Skills: Possesses advanced verbal and written communication skills, with the ability to articulate ideas clearly, write professional correspondence, and present information effectively.

· Relationship Building: Skilled in building and maintaining positive, professional relationships with homeowners, staff, and stakeholders at all levels, fostering an environment of collaboration and open communication.

· Collaborative Teamwork: Works collaboratively with team members across departments, ensuring that tasks and responsibilities are managed efficiently and that cross-functional projects are successfully executed.

QUALIFICATIONS

· Strong Communication Skills: Demonstrates excellent verbal and written communication abilities.

· Independent and Team-Oriented: Self-motivated, with the ability to work effectively both independently and collaboratively.

· Organized: Must be detail-oriented with strong organizational skills

EDUCATION and/or EXPERIENCE
The ideal candidate possesses an excellent attitude and willingness to learn. While not required, an associate degree and 1-2 years of experience, bachelor’s degree, or an equivalent combination of education and experience with an emphasis in business and/or nonprofit practices is preferred.

TECHNOLOGY & COMPUTER SKILLS

· Proficiency with Office Software: Demonstrates effective use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent office software to manage documents, create presentations, and communicate effectively.

· Database Management: Ability to work with organizational databases, industry-specific software, enter and retrieve data accurately, and generate basic reports as required.

· Digital Communication Tools: Proficient with email platforms, virtual meeting software (Zoom, Teams), and other communication tools used within the organization.

· Data Privacy and Security Awareness: Knowledge of data privacy best practices, especially if handling member or resident information. Understands the importance of confidentiality and secure data handling.

· Learning Agility: Demonstrates a willingness to quickly learn and adapt to new technology tools or software introduced by the organization.

PHYSICAL DEMANDS The following physical demands are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. While performing the duties of this job, the employee is regularly required to speak and listen. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

This job takes place in an open office environment where the noise level is usually moderate.

WAGES/BENEFITS
Competitive wages; Excellent Benefits package including health, dental, life, accidental death, long-term disability insurance; PTO; 401k; and complementary clubhouse membership.

Job Type: Full-time

Pay: $52,000.00 - $62,000.00 per year

Benefits:

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

Schedule:

• Day shift

Ability to Commute:

• Lake Oswego, OR 97035 (Preferred)

Ability to Relocate:

• Lake Oswego, OR 97035: Relocate before starting work (Preferred)

Work Location: In person