Executive Assistant

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our leadership team and operational functions within a growing community association management company. This role is critical in ensuring smooth internal operations, regulatory compliance, staff support, and client transitions. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities, and takes initiative to improve processes and training systems while providing high-level administrative and operational support.

Key Responsibilities:

Continuining Education & Training Refresh and maintain company training programs, curriculum, and documentation Coordinate and manage employee training schedules Identify opportunities for process improvement and operational efficiencies Client & Operational Support Assist Transition Leader with client onboarding and transitions, ensuring smooth handoffs Coordinate and support special projects as assigned by Leadership Manage scheduling of Zoom meetings Compliance & Licensing Oversee and track: State licensing (CAM Licensing) CMCA renewals and credential compliance CAI (Community Associations Institute) event registrations Manage Secretary of the State (SOTS) filings and town clerk documentation for clients Oversee

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form tracking, compliance, and administration Administrative & Office Operations Provide coverage support during extended employee absences, including: Resale certificates and condominium questionnaire processing Incoming mail management and distribution Mailing production and coordination Office supply ordering Systems & Data Management Create and maintain SmartSheets, workflows, and reports Set up new hires within systems and tools Manage employee access levels and permissions Ensure data accuracy, usability, and efficiency across platforms

Qualifications:

2+ years of executive assistant, operations, or administrative leadership experience Experience in property management, community association management preferred Proficiency with Smartsheet (or similar project management tools) Excellent organizational, time-management, and multitasking skills High attention to detail with the ability to manage compliance-driven tasks Strong communication and interpersonal skills Ability to work independently and anticipate needs

Key Competencies:

Process improvement mindset Problem-solving and adaptability Discretion and professionalism Strong follow-through and accountability Ability to manage confidential information Why Westford?: Collaborative and supportive team environment Opportunity to play a key operational role in a growing company Exposure to executive decision-making and strategic initiatives Career growth within a dynamic industry

Pay:

$20.00 - $22.00 per hour

Benefits:

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

Work Location:

In person