Administrative Assistant

Description

Administrative Assistant with Focus on Community Events

Hours: Monday- Friday; 8:30 am-5:00 pm

Location: Winter Haven, Florida

Hourly Position/ Paid Holidays/ Benefits Available

Join our Team! Leland Management is seeking an Administrative Assistant in the Winter Haven, FL area with excellent customer service skills. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 12 consecutive years, including winning first place in our category for 2021! The position is full-time with GREAT benefits.

The Administrative Assistant provides essential administrative support to ensure the efficient operation of the office, assisting Community Association Managers and other employees through a variety of organizational and communication tasks, including event coordination to enhance community engagement. This role is responsible for processing confidential and time-sensitive materials accurately and is familiar with the practices and procedures of community association management, especially in planning and executing community events. Responsibilities include assisting with event logistics, coordinating with vendors, and preparing materials to ensure that community activities align with residents' interests and goals. The Administrative Assistant also serves as a liaison between Community Association Managers, residents, and vendors, managing inquiries related to events and communicating updates via phone, email, and community announcements to ensure clarity and timeliness. The role requires adaptability to various needs and priorities and uses sound judgment, creativity, and experience to address unexpected challenges, especially in event planning and resident engagement. This individual is proficient in Microsoft Office and other relevant software, demonstrates strong organizational and communication skills, and possesses the ability to multitask effectively. Reporting to a Community Association Manager. The Administrative Assistant is expected to perform all duties with high quality and professionalism, with a wide degree of creativity and latitude in planning and accomplishing goals that contribute to a vibrant, connected community.

Overview of General Responsibilities:

· Plan and organize company events, including meetings, conferences, and community gatherings

· Coordinate event logistics, such as venue selection, catering, and transportation

· Schedule and manage guest speakers, entertainers, and vendors as needed

· Create event timelines, agendas, and coordinate with internal teams for smooth execution

· Manage event budgets, track expenses, and ensure all costs are documented

· Oversee event setup, check-in procedures, and post-event breakdown. 

· Gather feedback from event participants to assess success and gather input for improvements.

· Answer and direct phone calls

· Organize and schedule meetings and appointments at CAMs discretion

· Maintain contact lists of vendors and Board members 

· Produce and distribute correspondence memos, letters, newsletters and forms

· Assist in the preparation of regularly scheduled reports

· Maintain a filing system; upload of Documents for others into electronic filing system

· Order office supplies, and maintain inventory of supplies and office necessities: Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

· Provide general support to visitors

· Provide information by answering questions and requests

· Generate reports as requested by CAM

· Processing of data into required format, or report

· Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques at CAMs direction.

· Contribute to team effort by accomplishing related results as needed

· Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

· Write letters and emails on behalf of other office staff

· Book conference calls

· Maintain computer and homeowner filing systems

· Handle sensitive information in a confidential manner

· Coordinate office procedures as requested by CAM

· Reply to email, telephone or face to face enquiries

· Develop and update administrative systems to make them more efficient as requested by CAM

· Answer telephone calls and pass them on

· Coordinate repairs to office equipment as requested by CAM

· Greet and assist visitors to the office

· Processing of ACC Applications

· Manage inventory of and distribute key cards, keys, RFID Decals, FOB