Executive Assistant

Westport Properties; Minneapolis (MN); On-site; USD 52,000 - 72,000; Full time

Job summary

Westport Properties in Bloomington, MN is seeking an Executive Assistant to support our HOA management team. You will work behind the scenes to keep operations running smoothly and be the go-to person for executive leadership.

The role involves managing calendars, coordinating board meetings and events, handling communications with vendors and homeowners, and assisting with budgeting and records. A proactive, organized professional is essential.

Qualifications

• 2+ years of experience as an executive assistant or similar role.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Excellent written and verbal communication skills.
• Strong organization and multitasking abilities with attention to detail.
• Ability to handle confidential information discreetly.
• Self-starter with professional demeanor and problem-solving skills.

Responsibilities

• Provide high-level administrative support to HOA executive leadership.
• Coordinate calendars, schedule board meetings, and maintain records.
• Assist with budget tracking, invoicing, and financial reporting support.
• Communicate with vendors and clients professionally.
• Support Administrative Team and Property Managers as needed.
• Prepare agendas, minutes, and HOA documentation.

Skills

Executive support

Microsoft Office

Communication

Organization

Discretion

Problem solving

Tools

HOA software

Job description

Job Description

Job Description

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.