Executive Assistant

Westport Properties; BLOOMINGTON (MN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid time off

401(k)

401(k) matching

Dental insurance

Vision insurance

Job summary

Westport Properties in Bloomington, MN is seeking an Executive Assistant to support our HOA management team. You will play a key behind-the-scenes role, keeping schedules, coordinating board meetings, and handling confidential information with discretion.

Ideal candidates have 2+ years of EA or HOA experience, strong Microsoft Office skills, excellent communication, and a proactive, organized mindset. This role offers a collaborative environment and opportunities to contribute to thriving

Qualifications

• 2+ years of experience as an executive assistant or in HOA/property management.
• Strong proficiency with Microsoft Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and multitasking abilities.
• Experience with HOA management software is a plus.
• Ability to handle confidential information with discretion.
• Self-starter with professional demeanor and problem-solving skills.

Responsibilities

• Provide high-level administrative support and act as contact to HOA executive leadership.
• Assist with strategic planning and process optimization.
• Collaborate with the corporate accountant.
• Handle day-to-day operations, vendor and client communications.
• Coordinate and schedule board meetings and community events.
• Maintain executive calendars and scheduling.
• Prepare agendas, minutes, correspondence, and HOA docs.
• Organize HOA records, contracts, and compliance documents.
• Assist with budget tracking, invoice processing, and financial reporting support.
• Manage incoming calls and emails with professionalism.
• Support Administrative Team and Property Managers as needed.

Skills

Communication skills

Organizational skills

Discretion

Self-starter

Tools

Microsoft Office

Job description

Benefits:

• Paid time off
• 401(k)
• 401(k) matching
• Dental insurance
• Vision insurance

About the Role:

Westport Properties is looking for a sharp, organized, and proactive Executive Assistant to support our HOA management team in Bloomington, MN. This is a fantastic opportunity to play a key behind-the-scenes role in a dynamic property management environment where no two days are exactly alike. If you thrive on keeping things running smoothly and love being the person everyone counts on, we want to hear from you!

Responsibilities:

• Provide high-level administrative support and serve as point of contact to HOA executive leadership
• Assist with strategic company planning and forward-thinking optimization for our team and industry
• Work alongside corporate accountant
• Assist with day-to-day operations, including communications with vendors and clients
• Coordinate and schedule board meetings and community events
• Monitor, maintain, update, and coordinate executive leadership calendars and scheduling
• Prepare and distribute meeting agendas, minutes, correspondence, and HOA documentation
• Maintain and organize HOA records, contracts, and compliance documents
• Assist with budget tracking, invoice processing, and financial reporting support
• Manage incoming calls, emails, and inquiries with professionalism and discretion
• Assist Administrative Team and Property Managers as needed, on a secondary basis

Requirements:

• 2+ years of experience as an executive assistant, administrative assistant, or in property/HOA management
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail and ability to multitask
• Experience with HOA management software or property management platforms is a plus
• Ability to handle sensitive and confidential information with discretion
• Self-starter with a professional demeanor and strong problem-solving skills

About Us:

Westport Properties is a trusted name in community and property management, dedicated to delivering exceptional service to homeowners and associations across the region. Our clients choose us for our responsiveness, expertise, and commitment to building thriving communities. At Westport Properties, our team members enjoy a collaborative work culture, opportunities for growth, and the satisfaction of making a real difference in the communities we serve.