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Job Description
Administrative Assistant - Nautilus 220 Black Briar Management Lake Park, FL Job Details Full-time 15 hours ago Benefits Free parking Qualifications Vendor relationship building Computer operation Confidential information handling Productivity software Full Job Description Nautilus 220 is a luxury waterfront condominium community located in Lake Park, Florida, offering elevated residential living with resort-style amenities, marina access, and a hospitality-driven resident experience. Managed by Black Briar Management, the property combines upscale service standards with modern operational excellence. Black Briar Management (BBM) is a rapidly scaling hospitality-focused property management company whose portfolio spans traditional condominiums, condo-hotels, multifamily communities, commercial real estate, and mixed-use assets across South Florida. At Nautilus 220, the Administrative Assistant helps create a seamless resident and team experience through organization, communication, and administrative support.
POSITION OVERVIEW
The Administrative Assistant is the operational and organizational backbone supporting the day-to-day administrative functions of Nautilus 220. This role is responsible for ensuring seamless coordination across departments, maintaining executive-level organization, and supporting leadership and onsite operations through highly polished administrative execution. This is a detail-intensive position requiring exceptional professionalism, discretion, and the ability to manage multiple priorities simultaneously within a luxury residential and hospitality-driven environment. The Administrative Assistant serves as a central communication and coordination point for residents, vendors, contractors, onsite teams, and executive leadership while helping maintain the elevated standards and operational precision that define the Nautilus 220 experience. The ideal candidate is proactive, highly organized, service-oriented, and capable of anticipating needs before they arise. This individual thrives in a fast-paced luxury environment where excellence, presentation, responsiveness, and follow-through are expected at every level.
CORE RESPONSIBILITIES
Executive & Administrative Support:
Provide direct administrative support to onsite leadership and department heads, including calendar management, meeting coordination, document preparation, expense tracking, reporting support, and operational follow-up. Maintain absolute professionalism, confidentiality, and accuracy in all administrative functions.
Scheduling & Calendar Coordination:
Coordinate appointments, meetings, vendor schedules, conference room bookings, and operational calendars with precision and efficiency. Anticipate scheduling conflicts and proactively adjust priorities to ensure seamless daily operations.
Resident & Vendor Communication:
Serve as a professional point of contact for residents, vendors, contractors, and internal teams. Draft, manage, and distribute polished written communications, notices, reports, meeting summaries, and operational updates that reflect Nautilus 220's luxury service standards.
Records & Document Management:
Maintain organized and up-to-date digital and physical filing systems, operational records, vendor agreements, invoices, compliance documentation, resident communications, and internal reports. Ensure all information is accurate, secure, and easily accessible when needed.
Operational Coordination:
Support daily office and property operations by coordinating service requests, vendor appointments, deliveries, office supply management, and departmental administrative needs. Ensure operational tasks are completed efficiently and without disruption to the resident experience.
Meeting & Event Support:
Coordinate logistics for leadership meetings, resident events, wellness programming, community activations, and internal operational meetings. Prepare meeting materials, manage RSVPs, coordinate vendors and catering, and provide onsite support during events and activations.
Vendor & Contractor Administration:
Maintain communication with vendors, contractors, and service providers regarding scheduling, documentation, invoicing, insurance compliance, and operational coordination. Track vendor records and ensure all administrative follow-through is completed promptly and accurately.
Front-of-House Administrative Assistance:
Support concierge and front-of-house operations during peak periods by assisting with resident communications, visitor coordination, package tracking, and hospitality-related administrative functions while maintaining luxury-level presentation standards.
Reporting & Data Tracking:
Assist leadership with operational reporting, payroll support documentation, budget tracking, invoice processing, project coordination, and data management. Maintain organized tracking systems and ensure reporting deadlines are consistently met.
Continuous Improvement:
Identify opportunities to improve administrative workflows, communication processes, and operational organization. Contribute ideas and solutions that enhance efficiency and support the continued growth of Nautilus 220's luxury residential experience..
WHAT YOU BRING
2+ years of experience in administrative support, executive assistance, luxury hospitality, property management, or high-touch office operations Exceptional organizational and multitasking skills with strong attention to detail Strong written and verbal communication skills with polished professional presentation Proficiency in Microsoft Office Suite, Google Workspace, scheduling platforms, and administrative systems Ability to handle confidential information with discretion and professionalism Strong problem-solving abilities with a proactive and solutions-oriented mindset Ability to work efficiently in a fast-paced luxury environment while maintaining composure and precision Experience coordinating meetings, events, vendor relationships, or operational logistics preferred Bilingual English/Spanish strongly preferred given the resident community and operational environment
PHYSICAL REQUIREMENTS
Ability to sit and work in front of a computer for extended periods. Ability to operate office equipment and move throughout the property. Ability to occasionally lift up to 25 lbs.
WHO YOU ARE
Highly organized and process-oriented — you naturally create structure and keep operations running efficiently Professional, polished, and detail-driven in every interaction Hospitality-minded — you understand that administrative excellence directly impacts the resident experience Calm under pressure and capable of managing multiple priorities simultaneously without sacrificing quality Proactive and resourceful — you anticipate needs before they become problems Reliable and accountable — nothing slips through the cracks under your watch Discreet, trustworthy, and committed to confidentiality at all times Motivated to grow within luxury residential hospitality and operations
WHAT MAKES US DIFFERENT
Competitive benefits package provided. Details shared during the hiring process. Monday to Friday schedule with varied daytime hours Onsite parking Luxury waterfront working environment Rewards & Recognition programs Opportunity to grow within a premier luxury residential hospitality operation
