Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. Organizes and prioritizes large volumes of information and calls. Acts as a liaison with other departments and outside agencies, including high-level staff such as District Managers, Vice-Presidents, and Board members. Handles confidential and non-routine information and explains policies when necessary. Coordinates division of workload with the administrative assistant at the property. Maintain, update, type, and coordinate account information in computer database. Coordinate and track important dates and meetings, such as annual and budget meetings. Ensure that all communication is handled in a professional and courteous manner from the team on site. Also, ensures that phone messages and e-mails are responded to appropriately and within a 24-hours, business hours. Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner. Assist with producing minutes for Board Meetings. Assist with preparation of the Board Agenda's and Board Packet. Responsible for coding and entering all Invoices for the community. Responsible to work closely with Committee's and each Committee Chairperson. Assist with gathering quotes & proposals for projects for the community. Daily management of the office staff and/or other team members on-site. Supply ordering for Maintenance, Housekeeping, and the Office. Assist in posting all agenda to proper physical locations and to the website. Responsible for making sure Lynk and KWIC information is kept up to date. Responsible to make sure that Vendor Packets are processed for all Vendors. Monitoring of Vendor License and Insurance Expirations. Reservation & coordination of conference room events. Competencies; Supervisor Supervisory Responsibility; This position will be responsible in supervising team members and/or departments at the property. In addition; Problem Solving/ Analysis. Leadership. Teamwork Orientation. Customer/ Client Focus. Time Management. Communication Proficiency. Technical Capacity Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. Position Type/ Expected Hours of Work This is position is exempt (salaried) and full-time. Days and hours of work will be determine based on the business needs of the property. Weekend coverage is required. Travel Minimal travel will be required for this position. Travel will be to attend meetings and trainings at an off-site location, generally within the city limits of the job site. Required Education and Experience Prior experience in a related position; a minimum of 3-year experience. Bachelor's degree Working knowledge of computer and associated programs; MS Office Suite. Ability to multi-task, set, and manage priorities. Excellent communication and listening skills in order to interact with a diverse and multi culture population. Keyboarding ability with accuracy at 45-50 words per minute. Must function in team organized environment. Bi-lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish only speakers. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.