Executive Administrative Assistant

Castle Group - Wimauma, FL

Full-time - Entry Level

Wimauma, FL

Professional, Scientific, and Technical Services

About the position

The Executive Administrative Assistant provides a wide range of administrative support services related to property management and the general business operations of the association. This role emphasizes exemplary customer service and requires collaboration with both internal departments and external customers, ensuring that all responsibilities align with the values and mission of the Castle Group.

Responsibilities

• Answers telephones promptly and assists residents with questions and concerns.
• Maintains Association files, mail, binders, and office supply inventory.
• Coordinates timely and accurate distribution of communications as directed by the General Manager and the Board President.
• Posts all meeting notices for the Board of Directors and all Advisory Committees in a timely manner.
• Maintains the meeting calendar for the Association, including securing room reservations for meetings.
• Sets up and maintains all electronic communications (Zoom) recordings for Board Meetings and Committees.
• Distributes communications to the Community as directed by the Board President and/or the General Manager.
• Creates and updates the Association's Website Contents.
• Oversees the retention of the Association's Official Documents, including Agendas, Minutes of Board and Committee Meetings, Roster of Members, and Contracts/Agreements.
• Maintains homeowner roster, database, mail instructions, and homeowner files.
• Assists in the review of leases and processing of new owner approval and interview packages.
• May be responsible for processing Association expense checks.
• Ensures all safety precautions and procedures are followed while performing duties.
• May be assigned other duties by the General Manager.

Requirements

• High school diploma required; Associate's degree with concentration in business preferred, or equivalent combination of education and experience.
• Strong administrative background with 2 to 3 years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management, and communication skills.
• Intermediate command of computer hardware/software, specifically Microsoft Windows, Word, Excel, PowerPoint, and Outlook.
• Experience in maintaining a website is desired.
• Multiple language fluency is desirable, depending on community needs.

Nice-to-haves

• Experience in property management or related field.
• Knowledge of community association management practices.

Benefits

• Flexible scheduling options for extended hours and weekends as needed.