We are seeking a reliable, detail-oriented Administrative Assistant to support day-to-day office and administrative operations. This role plays a key part in ensuring smooth internal workflows, maintaining organized records, and providing consistent support to leadership, team members, and external stakeholders. The ideal candidate is highly organized, proactive, and comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

Provide daily administrative support to managers and team members
Maintain and update internal records, files, and documentation systems
Prepare reports, correspondence, and meeting materials
Coordinate travel arrangements, meetings, and calendars as needed
Monitor shared inboxes and route communications appropriately
Manage incoming and outgoing mail, including sorting and processing
Assist with preparation of annual reports and related documentation
Track administrative tasks and help manage workflow backlogs
Support general office organization and supply management
Maintain professional communication with internal teams, leadership, board members, clients, or homeowners (as applicable)
Take on additional administrative duties as assigned

Requirements

2+ years of administrative, customer service, or related experience preferred
Experience in property management, community association management, or a similar industry is a plus
Advanced proficiency in Microsoft Office (Excel, Word, Outlook)
Strong written and verbal communication skills
High attention to detail and accuracy
Excellent organizational skills with the ability to manage multiple tasks simultaneously
Strong customer service mindset
Comfortable working with routine, process-driven tasks
Ability to manage high workload volume and ask questions when clarification is needed
Dependable, proactive, and able to work effectively as part of a team

HOATalent

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Administrative Assistant