Administrative Assistant - HOA

Overview

We are seeking a dynamic and enthusiastic Administrative Assistant to support our Lifestyle Director in creating an engaging, vibrant, and welcoming community environment. The ideal candidate is creative, outgoing, organized, and proficient in Canva, with a passion for fostering connections and delivering exceptional resident experiences. Experience working in a 55+ community and/or familiarity with homeowner associations (HOAs) is highly preferred.

The Administrative Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service. 

Responsibilities

Essential Duties and Responsibilities 

• Event Support: Assist in planning, coordinating, and executing community events, activities, and programs tailored to a 55+ active adult community.
• Design and Marketing: Create visually appealing flyers, newsletters, and other promotional materials using Canva. Ensure consistent branding and high-quality communication.
• Resident Engagement: Act as a liaison between residents and the Lifestyle Director, fostering positive relationships and addressing inquiries with professionalism.
• Administrative Duties: Manage schedules, maintain records, and support the administrative needs of the Lifestyle Director.
• Social Media: Assist in curating and managing content for community social media platforms, promoting events and updates.
• Volunteer Coordination: Help recruit and manage volunteers for community activities and events.
• Creativity and Innovation: Bring fresh ideas to enhance resident engagement and improve community experiences.
• HOA Coordination: Work collaboratively with the HOA management team to ensure seamless integration of events and community operations.
• Other Duties as Assigned: Provide additional support to the Lifestyle Director and team as needed.
• Answers telephones promptly and assists residents with questions and concerns. 
• Tracks resident issues to enable the Lifestyle Director to identify major problems or trends. 
• Maintains Association files, mail, binders, and office supply inventory. 
• Creates/posts newsletters and notices. Assists the Lifestyle Director with updating the website as needed.  
• Maintains homeowner roster, database, mail instructions, and homeowner files. 
• Assist residents in booking amenity reservations.   
• Assists residents with access control requests (new fob, gate remotes, transponders, etc).

Qualifications

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma or equivalency required.   

• A minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background.  

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams). 

• The position may require a valid Driver’s License. 

 

Skills and Abilities 

• Strong customer service, communication, and interpersonal skills.  

• Strong conflict resolution skills with the ability to handle and diffuse conflict situations required.  

• Able to work under tight deadlines and use time effectively based on key priorities. 

• Excellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language. 

• Excellent interpersonal and office management skills. 

• Excellent organizational skills and a high attention to detail. 

• Ability to prioritize tasks in a fast-paced environment. 

• Multiple language fluency is desirable and may be required depending on the community’s needs. 

• Ability to learn new technology.  

• Ability to act with integrity, professionalism, and confidentiality. 

 

Physical requirements 

The physical demands described here are representative of those that an employee must