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Jobs · Administrative · Delaware

Executive Administrative Assistant

Troon · Bethany Beach, DE · 1 mo ago
AdministrativeFull-time

Position Summary

We are seeking a highly organized, professional, and proactive Executive Administrative Assistant with experience in community association management to support executive leadership and assist with the daily operations of a residential resort community.

Key Responsibilities

  • Provide high-level administrative support to executive leadership and community association management teams

  • Manage calendars, schedule meetings, and coordinate appointments

  • Prepare agendas, board packets, meeting minutes, correspondence, reports, and presentations

  • Maintain organized digital and physical filing systems

  • Screens and direct phone calls, emails, and resident inquiries professionally and efficiently

  • Aid in preparation and distribution of communications to homeowners and board members

  • Support HOA/condominium board meetings, annual meetings, and committee meetings

  • Coordinate meeting logistics, notices, and compliance documentation

  • Track contracts, insurance certificates, vendor documentation, and renewal deadlines

  • Aid in preparations of staff and homeowner training

  • Assist with invoice processing, research, and budget tracking

  • Prepare spreadsheets, financial summaries, and operational reports

  • Cook maintenance requests and vendor scheduling

  • Monitor project timelines and follow up on action items

  • Deliver exceptional customer service to residents, homeowners, and board members

  • Handle sensitive matters with professionalism, diplomacy, and confidentiality

  • Respond to inquiries and resolve issues in a timely manner

  • Draft professional correspondence and community notices

Qualifications

  • 3–5+ years of executive administrative support experience

  • Experience in community association management, property management, HOA, condominium, hospitality or real estate environments

  • Strong knowledge of board governance processes and meeting coordination

  • Excellent verbal and written communication skills

  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

  • Strong organizational, multitasking, and time-management skills

  • Ability to maintain confidentiality and professionalism at all times

Preferred

  • CMCA, AMS certification familiarity preferred

  • Experience with CINC community management software, but not required

  • Associate’s or Bachelor’s degree in Business Administration or related field

Core Competencies

  • Executive presence and professionalism

  • Attention to detail

  • Problem-solving and critical thinking

  • Customer service orientation

  • Ability to prioritize competing deadlines

  • Adaptability and initiative

Working Conditions

Primarily office-based with occasional attendance at evening and weekend board meetings or community events

Ability to sit, stand, and work at a computer for extended periods

Benefits & Other Compensation

  • This position includes eligibility for the following benefits, subject to applicable plan terms:

  • Healthcare Benefits – Medical, Dental, and Vision coverage

  • Retirement Benefits – 401(k) with employer match (19 years of age and older)

  • Time Off – Paid time off (PTO) and leaves of absence, in accordance with applicable law and eligibility criteria

Eligibility for benefits and the specific terms, conditions, and offerings are governed by the applicable plan documents and company policies, which may be amended at the Company’s discretion.

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