Administrative Assistant

Overview Administrative Assistant to support our Architecture & Compliance Department. This role works closely with the Director of Architecture & Compliance and plays an important part in coordinating architectural review processes, supporting construction-related projects, and providing exceptional service to community members. This position is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple projects, and takes pride in delivering outstanding customer service and administrative support. Duties Provide administrative and project support to the Director of Architecture & Compliance and the Bay Inspector. Track architectural submittals from intake through final approval and coordinate with residents throughout the process. Monitor project timelines, fees, and requirements using scheduling and project tracking tools. Assist residents and vendors with questions regarding architectural guidelines and submission procedures. Coordinate department calendars, meetings, and appointments. Organize and support monthly Architecture Committee meetings, including preparing agendas, assembling submittal materials, coordinating meeting logistics, and recording minutes. Track deposits, fees, citations, and outstanding items during project close-out. Maintain architectural records, project databases, and cloud storage systems. Update architecture and construction information on the community website. Track Certificates of Insurance related to construction projects. Draft letters, reports, and departmental communications. Provide front office and general administrative support as needed. Obtain and maintain Notary Public licensure and notarize documents for association business. Perform additional administrative duties as assigned. Requirements Proven clerical or administrative experience in a professional setting Strong computer skills including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and basic data entry skills Excellent organizational skills with keen attention to detail and ability to multitask efficiently Exceptional phone etiquette with experience managing multi-line phone systems and providing customer support Experience in clerical tasks such as filing, proofreading, calendar management, and document handling Ability to manage multiple tasks and deadlines Ability to work well under pressure while maintaining professionalism in all interactions Located along the scenic coastline of North Laguna Beach, Emerald Bay is a private, gated community of approximately 550 homes across 150 acres. The Association provides a range of services including architectural control, security, facilities management, recreation programming, and beach operations. Our team works in a collaborative and service-oriented environment dedicated to maintaining the beauty and quality of life within the community.

Pay:

$25.00 - $27.00 per hour

Work Location:

In person