Executive Administrative Assistant

$39,520 - $49,920/Yr

Bluestar Resort & Golf - La Quinta, CA

Part-time - Entry Level

La Quinta, CA

Administrative and Support Services

About the position

The Executive Administrative Assistant plays a crucial role in supporting the Executive team and the department at Trilogy at La Quinta. This position serves as the first point of contact for the Executive team, greeting members and answering phones, while also scheduling appointments and providing essential information to homeowners regarding community activities and guidelines. The Executive Administrative Assistant is responsible for maintaining confidentiality and fostering positive customer service relationships with staff, members, and guests. This role requires access to HIPAA protected information, emphasizing the importance of discretion and professionalism in all interactions. In addition to front desk duties, the Executive Administrative Assistant assists with Board Meetings and supports the Community Services Department. This includes maintaining records of the association, such as meeting minutes, agendas, and other important documents. The assistant is also tasked with generating memos, emails, and reports, as well as assisting in the training of staff members and new employees. The role involves implementing and monitoring programs as directed by management, ensuring that these initiatives are completed effectively. The Executive Administrative Assistant is expected to manage office programs, maintain office equipment, and oversee the inventory of office supplies. This position may also involve other duties and responsibilities as assigned by management, making it essential for the assistant to be adaptable and proactive in their approach to work. The ideal candidate will embody the core values of BlueStar, including honesty, integrity, respect for individuals, teamwork, and a competitive spirit, while demonstrating strong leadership and organizational skills.

Responsibilities

• Act as the first point of contact for the Executive team and department by greeting members and answering phones.
• Schedule appointments and provide basic information to homeowners regarding community activities and guidelines.
• Maintain confidentiality and positive customer service relationships with staff, members, and guests.
• Answer incoming calls and correspondence; respond to homeowner requests for information.
• Assist with Board Meetings and support the Community Services Department.
• Maintain records of the association including meeting minutes, agendas, and other association documents.
• Generate memos, emails, and reports as needed.
• Assist in training staff members and new employees.
• Implement and monitor programs as directed by management, ensuring completion.
• Manage office programs as directed by management.
• Maintain office equipment, including computers and machines.
• Maintain office supply inventory and manage office supply orders.
• Perform other duties and responsibilities as assigned.

Requirements

• High School diploma or equivalent preferred.
• Three to five years of relative experience in an active office environment preferred.
• Knowledge about Homeowners Associations is a plus.
• Computer literate with proficient knowledge of Microsoft Office.
• Ability to work independently and collaboratively within a team.
• Ability to prioritize tasks and handle multiple assignments simultaneously.
• Ability to write reports and correspondence; good proofreading skills.
• Ability to read and interpret documents, such as equipment instructions and procedure manuals.
• Strong leadership, organizational, and planning skills; excellent time management skills.
• Must have excellent written and verbal communication skills.
• Must demonstrate initiative and the ability to make independent decisions based on sound judgment.
• Attention to detail, accuracy, and timeliness are essential.

Nice-to-haves

• Experience in a hospitality or resort environment.
• Familiarity with community management software.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• On-site gym
• Paid sick time
• Paid time off