Administrative Assistant / Office Assistant

Job Title: Administrative Assistant / Office Assistant
Date: March 16, 2026
Job Type: Part-Time (up to 30 hours per week)
Reports To: Community Manager, Hilltop Place Community Association (HPCA)
Location: In Person, New London, NH

About Our Community

Hilltop Place Community Association (HPCA) is a well-established, self-managed condominium community set on 55 acres in New London, New Hampshire, consisting of 147 units. We are committed to maintaining a high-quality living environment through strong communication, proactive management, and community engagement.

HPCA offers a collaborative and supportive work environment where teamwork, accountability, and professionalism are valued. We are continuously working to modernize our operations and systems, making this an exciting opportunity for someone who enjoys both structure and innovation.

Position Summary

The Administrative Assistant supports the Community Manager, Board of Directors, and homeowners while helping to manage the day-to-day operations of the Association. This role serves as a central point of coordination between residents, the Board, management, and maintenance staff.

The ideal candidate is organized, detail-oriented, and comfortable handling a wide range of responsibilities in a dynamic environment. This position also plays an important role in helping the Association evolve by supporting digital systems and process improvements.

Key Responsibilities

• Maintain records of work orders and compliance with HOA policies (e.g., water heaters) using MaintainX
• Track resident emergency contacts and seasonal occupancy; coordinate unit closures, inspections, and reopenings
• Conduct new owner orientations and coordinate communication during unit sales with real estate professionals
• Serve as a primary point of contact by answering and directing phone calls, emails, and in-person inquiries
• Maintain and organize HOA documents, records, and meeting minutes
• Manage and update the Hilltop website using Wix, including troubleshooting and design updates
• Prepare and distribute correspondence, notices, newsletters, and reports
• Schedule and coordinate Board, committee, and annual meetings
• Set up and manage Zoom meetings, including technical support, note-taking, and chat monitoring
• Maintain the community social calendar and coordinate events and Hilltop House rentals, including scheduling, fee collection, and conflict resolution
• Assist with daily administrative tasks such as mailings, filing, errands, and office organization
• Support document execution and distribution for committees and social groups
• Assist with digitalization initiatives and modernization of record-keeping systems
• Prepare materials for Board meetings, budget meetings, cluster meetings, and the annual meeting
• Complete and distribute meeting minutes within one week; manage posting and mailing notifications
• Provide problem-solving support to homeowners, the Board, and the Community Manager
• Perform other duties as assigned by the Community Manager or HPCA President

Qualifications

• Strong communication, customer service, organizational, and multitasking skills
• Proficiency in Microsoft Office Suite, Zoom, and Google Workspace (Gmail, Calendar, Drive)
• Ability to learn and assist with implementation of HOA management systems (e.g., Buildium or similar platforms)
• Comfort using modern digital and AI tools (e.g., ChatGPT, Gemini, Zoom AI Companion, Outlook tools)
• Experience with Wix or similar website platforms preferred
• Experience with HOA management systems (e.g., MaintainX) preferred
• Ability to handle confidential information with professionalism and discretion
• Familiarity with HOA governance documents (rules, bylaws, declarations) is a plus

Work Environment & Opportunity

This position offers a unique opportunity to work in a professional yet welcoming community setting where your contributions have a direct and visible impact. HPCA is actively evolving, with a focus on improving systems, enhancing communication, and bringing operations into the modern era.

We are seeking someone who is dependable, proactive, and excited to take on challenges, contribute ideas, and help move the organization forward.

Compensation

$22 – $26 per hour, depending on experience

Pay: $22.00 - $26.00 per hour

Expected hours: 24.0 per week

Application Question(s):

• Seeking a candidate with strong technology experience, including proficiency in office software, communication tools, and the ability to quickly learn new systems.

Work Location: In person

Salary : $22 - $26