Job Description
Position Overview
The Executive Assistant provides high-level administrative and operational support to the Property Manager responsible for a portfolio of one homeowners’ association and twelve condominium associations. This position requires exceptional organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced property management environment. The successful candidate will be self-motivated, professional, and capable of managing a variety of administrative and financial tasks with minimal supervision.
Key Responsibilities
· Administrative & Operational Support
• Assist the Property Manager with daily operations for all associations, including correspondence, meeting preparation, and record management.
• Draft, proofread, and format documents, letters, notices, and reports using Microsoft Word.
• Maintain organized digital and paper filing systems for association records, contracts, and financial documentation.
• Coordinate board and membership meeting materials, notices, agendas, and minutes.
• Monitor and respond to owner and vendor communications promptly and professionally.
· Financial & Bookkeeping Duties
• Enter and reconcile transactions in QuickBooks for multiple associations.
• Assist with bank reconciliations, payables, receivables, and financial reports.
• Support the preparation of annual budgets and financial statements.
• Track and maintain invoices, check requests, and vendor payment records.
• Assist with annual audits and financial compliance documentation.
· Technology & Reporting
• Use Microsoft Excel to prepare and maintain association spreadsheets, project tracking logs, and financial analyses.
• Generate reports, charts, and summary documents for board review.
• Assist with importing/exporting data between accounting systems and reports as needed.
· General Office & Client Relations
• Maintain an organized, professional office environment.
• Interact courteously and effectively with board members, homeowners, and vendors.
• Handle confidential information with discretion.
• Perform other administrative and operational duties as assigned by the Property Manager.
Qualifications
• Minimum 3–5 years of administrative or bookkeeping experience, preferably in property management, accounting, or a professional office setting.
• Proficient in QuickBooks (desktop or online).
• Advanced Microsoft Word and Excel skills (including templates, formulas, and formatting).
• Strong written and verbal communication skills.
• Highly organized with excellent time management and follow-through.
• Ability to work independently and think proactively to anticipate needs.
• Detail-oriented with strong problem-solving and analytical abilities.
• Professional demeanor and client service focus.
Preferred Qualifications
• Experience in HOA/Condominium management or related real estate field.
• Familiarity with Florida community association operations and reporting requirements.
• Knowledge of office technology systems (scanning, digital filing, email management).
Compensation
Commensurate with experience. Benefits and schedule to be discussed during the interview process.
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