Executive Assistant / Property Manager Administrator

JOB TITLE: Executive Assistant / Property Manager Administrator

HOURS: Flexible and can offer either full-time or part-time. If part-time, hours must be

regular. (e.g., Mon-Fri 8:30 – 12:30, Mon-Wed-Fri 12:30-4:30).

JOB DESCRIPTION:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant who

will also serve as a key administrative support for our HOA property management operations.

This role is a true hybrid: part executive support, part property management administration.

You will be the central hub for communication, scheduling, and coordination, helping both

the General Manager and the management team operate efficiently and professionally.

This position is ideal for someone who thrives in a fast-paced environment, enjoys managing

multiple priorities, and takes pride in being the person who “keeps everything running.”

Executive Assistant Responsibilities

• Manage the General Manager’s calendar, scheduling meetings, calls, and deadlines
• Organize and prioritize emails; draft, respond to, and triage correspondence
• Prepare documents, agendas, reports, and meeting materials
• Handle confidential and sensitive information with discretion
• Track follow-ups, action items, and deadlines to ensure nothing falls through the cracks
• Assist with special projects, research, and operational initiatives
• Run errands

Property Management Administrative Responsibilities

• Answer and direct incoming phone calls professionally and efficiently
• Monitor and manage shared inboxes and calendars
• Assist property managers with:
  • Board meeting preparation (agendas, packets, minutes formatting)
  • Homeowner communications and notices
  • Vendor coordination and scheduling
  • Document management and filing
  • Maintain organized digital records for HOAs (contracts, insurance, governing documents, etc.)

PAY/BENEFITS:

• $27 - $30 per hour
• Mileage reimbursement for miles driven from office to a property or for Model HOA errands ($0.72/mile)