Job Description

Job Overview - Executive Assistant to Property Manager

We are seeking a highly organized and proactive Executive Assistant to provide dedicated administrative and operational support to ourlicensed CommunityAssociation Manager (CAM). The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced property management environment.

This role plays a vital part in ensuring the smooth day-to-day operations of our managed communities by assisting with resident communications, scheduling, document management, reporting, and coordination with vendors, board members, and residents.

The successful candidate will demonstrate excellent communication skills, sound judgment, and professionalism, serving as an extension of the property manager and helping maintain a high standard of service and efficiency across all association management functions.

Duties

Provide comprehensive administrative support to the licensed Community Association Manager (CAM), including managing calendars, scheduling inspections, meetings, and vendor appointments. Coordinate and prepare materials for board meetings, annual meetings, and community events, ensuring accuracy and timeliness. Assist in resident communications, including drafting notices, emails, and updates through the property management platform. Track and organize work orders, maintenance schedules, and vendor contracts, ensuring all deadlines and requirements are met. Maintain organized association records, digital files, and correspondence for compliance with Florida Statute Chapter 718. Support the CAM with budget preparation, invoice processing, and expense tracking (experience with QuickBooks or similar software preferred). Manage general office tasks such as ordering supplies, maintaining records, and ensuring efficient daily operations. Utilize Apple numbers, Apple pages, and Google Workspace, and property management software for reporting and communications. Demonstrate strong phone and email etiquette when interacting with residents, board members, vendors, and city departments. Proofread correspondence, proposals, and reports for accuracy and professionalism.

Requirements

Proven administrative experience, ideally within property management, real estate, or community association management. Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment. Proficiency in Apple Apps (pages, numbers, keynote) and Google Workspace; experience with property management software is a plus. Familiarity with QuickBooks or similar accounting tools preferred. Excellent communication and interpersonal skills with a professional demeanor. Strong attention to detail and accuracy in document preparation and data entry. Ability to handle confidential information with discretion and professionalism. Exceptional time management skills and ability to support multiple communities or managers as needed. Ability to work weekends if needed Active Florida CAM (Community Association Manager) license preferred, or a willingness to obtain one within a specified timeframe after hire (company support may be provided).
Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

401(k) Paid time off Professional development assistance
Work Location: In person