Executive Assistant to the Board

This position is authorized by the Board of Trustees and reports directly to the Business Manager. The Executive Assistant to the Board will follow the guidelines set out in the Surfside Association Articles of Incorporation, Bylaws, Restrictive Covenants, Operations Manual and Employee Manual in all decisions regarding the operations of the business office. This position provides complex, varied administrative support to the Board of Trustees and the Business Manager. The Executive Assistant to the Board is responsible for internal and external support services, requiring a thorough knowledge of operations, procedures, regulations, with the ability to interpret and apply that knowledge with good judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are intended to provide a representative list o the various types of work that may be performed. Specifications are not intended to reflect all duties performed by the Executive Assistant to the Board. 1. Prepare, publish, and post agendas, meeting notices and other related material 2. Prepare and distribute Board packets and all documents for Board meetings. Prepare motions; set up recording of meeting; prepare and distribute minutes; follow up on motions passed at each monthly meeting. 3. Update the Surfside website with all approved Board and committee minutes. 4. Update the governing documents with Board approved changes. 5. Participate in preparation for Board elections, budget meetings, annual meetings and provide registration support at annual meeting. 6. Provide administrative support to the Architectural Committee; collect and review all applications for accuracy before the committee weekly meeting; record approvals in the database; and communicate with members regarding action on their applications. 7. Provide support to all committees; maintain rosters of all committee members and volunteers. 8. Produce weekly newsletter and post to the Surfside media. 9. Responsible for document retention of all Board documents. 10. Maintain the VOIP (voice over internet protocol) system. 11. Process and log all incoming and outgoing correspondence to/from the Board and maintain files.

ADDITIONAL RESPONSIBILITIES

1. Assist in special projects or issues that may require confidentiality. 2. Maintain contacts with county and state agencies. 3. Assist with archiving and scanning documents per the retention schedule. 4. Provide back-up customer service to the administrative assistant. 5. Other duties as assigned.

QUALIFICATIONS FOR EMPLOYMENT

Education:

1. Completion of twelfth grade or equivalent. 2. An associate degree in office administration, office technology or secretarial science is desirable.

Experience:

1. Minimum of three years of experience in progressive responsible administrative support with minimal supervision. 2. OR combination of appropriate education, training, certification and experience will be evaluated on an individual basis for comparability to the minimum education and experience requirements.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Office practices and procedures and operation of standard office equipment. 2. Current applicable software programs, such as MS Office Suite, (Outlook, Excel, Publisher, PowerPoint, etc.), spreadsheets, data bases, and proprietary software required for the position. 3. Organization skills to prioritize and meet deadlines. 4. Effective verbal and written communication skills and customer service skills.

Pay:

$24.48 - $31.82 per hour Application Question(s): Are you located on the Long Beach Peninsula?

Work Location:

In person