Job Summary We are seeking a dynamic and highly organized Executive Secretary to provide exceptional administrative support for the HOA Board of Directors and such committees as the positon may be assigned. Tasks include functions related to scheduling and attending all board and committee meetings, assist the Board Secretary in the prepartion and administration of memberhsip meetings/elections, maintenance of Board/HOA records and assisting the Board President as assigned. You will be managing calendars, organizing meetings and events, and handling confidential information with professionalism and discretion. The ideal candidate will demonstrate strong communication and organizational skills and a high level understanding of parlimentary procedures. Duties Schedule, prepare agendas, attend, and draft minutes for all Board Meetings, Membership Meetings, and any committees that may be assigned including meetings via online meeting platforms. Ensure meeting minutes, actions, and resolutions are properly recorded. Prepare Agenda Packets in both paper and electronic format for online sharing via cloud file storage applications and the website. Maintain the Board of Directors meeting and correspondence records including an index of all actions taken. Assist the Board Secretary in the preparation of materials and administration of the Annual and any Special Membership Meetings/Elections. Assist the Board Secretary with the drafting of correspondence, policy language, and Board resolutions. Assist the Board Secretary with the maintenance, updating, and publication of the Shelter Bay Community Articles of Incorporation, By-Laws, Protective Covenants, Rules and Regulations, committee guidelines, and other items included in the Board Manual. As directed by the Board Secretary and President, provide support for the Community Manager in carrying out other duties of the organization as needed. Maintain appropriate confidentiality of work-related issues including Community, member, and employee information and records. Perform other duties as assigned.

Knowledge, Skills, and Abilities:

Highly proficient secretarial and recordkeeping skills. Excellent writing and proofing skills. Proficient with MS Office software applications. Detail-oriented, with strong organizational skills. Resourceful and able to take initiative. Able to communicate effectively, both orally and in writing, deal with sensitive information and maintain confidentiality. Working knowledge of Roberts Rules of Order and State RCWs for HOAs preferred. Work as part of a team, establish and maintain effective working relationships with the Board of Directors, Manager, staff, and community & committee members. Maintain regular, predictable, and reliable attendance during scheduled hours. Attend meetings outside of regular schedule as needed. Exchange information using tact and persuasion as appropriate.

Minimum Qualification :

High School graduate, or equivalent. Minimum of five years of progressively responsible secretarial experience. Previous experience in a municipal government setting or as a board secretary or administrative assistant to an executive or board preferred.

Pay:

$70,000.00 - $80,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person