Smith Ranch Homes
Job Description
Job Title: Executive Assistant – Administration FLSA Status: Non-Exempt
Department: Administration Reviewed: April, 2023
Supervisor: General Manager

GENERAL SUMMARY:

Responsible for a variety of administrative duties in support of the General Manager and Smith Ranch Homes residents, including: communicating and maintaining information for the Board of Directors, as well as maintaining resident and vendor data and records.

ESSENTIAL DUTIES & RESPONSIBILITITES:

1. Compiles and assembles information and documents for Board of Directors meeting packets. Serves as recording secretary by attending Open Session monthly Board of Directors meetings and preparing and distributing minutes. Maintains current and historical records of Board meetings, transactions, policies and decisions.

2. Prepares various committee agendas, letters and data.

3. Reserves rooms for committee meetings and other functions.

4. Provides information to residents and Board members by writing letters and memos, communicating verbally and documenting actions, irregularities and continuing needs.

5. Completes special projects by organizing and coordinating information and requirements; planning, arranging and meeting schedules; monitoring results.

6. Keeps a historical record of previously-existing contracts.

7. Provides historical reference by developing and utilizing filing and retrieval systems.

8. Maintains resident records: updates files and purges files periodically. Updates and maintains lists and other rosters.

9. Maintains resident confidence and protects the Association by keeping relevant information confidential.

10. Provides necessary HOA documents to real estate agents.

11. Serves as Notary Public and Computer Systems Administrator.

EQUIPMENT USED:

1. Networked personal computer with related software.

2. Telephone, copier, postage machine.

JOB CONDITIONS / COMPLEXITY:

Work for Administration Department necessitates effective judgment, organization, prioritization and attention to detail, while maintaining a positive and cooperative spirit amongst coworkers and residents. Keep a safe and organized workplace, office and/or station. Must be resourceful and able to work with minimal direction. Certain information is confidential. Frequent interruptions. Position requires long periods of sitting and computer terminal work. Aged residents may have loss of hearing, sight, memory, or mobility, thus extra patience may be required. Willingness to work under pressure and occasional overtime when necessary to meet required deadlines.

QUALIFICATIONS:

1. Strong administrative experience. Must type 60 words per minute.

2. Effective interpersonal, communication and writing skills.

3. Proficiency in word processing, spreadsheets and email, preferably Microsoft Word, Excel and Outlook.

4. Excellent organizational and analytical/problem-solving skills. Ability to multitask and prioritize tasks.

5. Attention to detail.

6. Good judgment to ensure confidentiality.

7. Notary Public.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES AND SKILLS REQUIRED. NOTHING IN THIS JOB DESCRIPTION RESTRICTS MANAGEMENT’S RIGHT TO ASSIGN OR REASSIGN DUTIES AND RESPONSIBILITIES TO EMPLOYEES IN THIS CLASSIFICATION.

Job Type: Full-time

Pay: $26.75 - $29.43 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
Unvaccinated employees ungergo weekly testing for COVID-19. All employees perfom daily symptom checks prior to reporting to work.

Ability to commute/relocate:

• San Rafael, CA 94903: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 3 years (Required)

License/Certification:

• Driver's License (Required)
• Notary Public Certification (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: In person

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