EXECUTIVE ASSISTANT to the General Manager

POSITION OVERVIEW

This Executive Assistant is the primary point of contact for the General Manager and Executive office. The position is responsible for handling confidential information and maintaining professionalism in dealing with executives, members and guests.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Acts as the main point of contact for the General Manager, responds to inquires accordingly.

· Acts as gatekeeper for GM’s schedule to ensure timely response to issues and appointments.

· Takes minutes for all committee meetings to include preparation and distribution of Board and committee agendas and packets.

· Tracking follow-up items and action lists from Board, committee, and executive meetings.

· Coordination with Board members, management, legal counsel, and vendors as directed.

· Provides accurate, professional, and timely minutes, including review, revision, and final distribution

· Providing administrative assistance, such as writing, editing e-mails, drafting memos and preparing communications on the GM’s behalf.

· Organizing meetings, including scheduling and sending reminders.

· Screening & answering GM’s phone line

· Managing the executive’s calendar, including making appointments

· Maintains all Executive, Board and legal related documents, materials and correspondence.

· Files and retrieves corporate documents, records, and reports

· Upholds a strict level of confidentiality using discretion, judgment, and handling of sensitive or privileged information related to members, Board matters, personnel, and legal issues.

· Follows all rules and regulations established in The Springs Employee Handbook.

REQUIREMENTS

· Strong knowledge and understanding of Word, Excel and Outlook Including calendar management, document management systems, virtual meeting platforms (Teams/Zoom), and ability to learn association management software.

· Bilingual Spanish – Strongly Preferred

• Time management and ability to meet deadlines
• Strong verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and decision making
• Proactivity and self-direction
• Interpersonal skills

· Attention to detail to ensure accurate, professional, and timely minutes, including review, revision, and final distribution.

· Confidentiality & Judgment

EDUCATION AND EXPERIENCE

· Bachelor’s degree preferred, but not required

· Three to five years of administrative experience

· Three to five years of executive assistant experience

· Experience managing multiple calendars

PHYSICAL DEMANDS

· Prolonged periods sitting at a desk and working on a computer

· Must be able to lift up to 15 pounds at times

· Repetitive movement; standing, walking, twisting, turning, bending, squatting, stooping, sitting

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

Equal Opportunity Employer

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at The Springs will be based on merit, qualifications, and abilities. The Springs does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. The Springs will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Pay: $79,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $79,000 - $80,000