Lifestyle Administrative Assistant

FirstService Residential; Lincoln (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Time off including vacation, sick, and

Company paid holidays

Tuition reimbursement

Legal services

Wellbeing support

Domestic partner coverage

Health savings account

Flexible spending account

Job summary

FirstService Residential is seeking a Lifestyle/Administrative Assistant to support the Lifestyle Manager in planning and coordinating community events across Lincoln Crossing. The role focuses on promoting intergenerational interaction and overseeing resident engagement activities, clubs, and programs.

You will assist with event promotion, calendar maintenance, and vendor coordination while ensuring excellent service to residents and effective communication with management and staff.

Qualifications

• Must be able to communicate clearly in English, both written and verbal.
• Demonstrates strong customer service and relationship-building skills.
• Ability to multi-task, manage time effectively and meet deadlines.

Responsibilities

• Reports to the Lifestyle Manager and supports community events and programs.
• Assist in developing, coordinating and implementing community events for intergenerational interactions.
• Assist with vendor management and ensuring quality services for residents.
• Maintain event calendars, surveys, and promotional content across channels.
• Support operations with administrative tasks and calendar alignment.
• Attend volunteer meetings and take minutes as needed.

Skills

English proficiency

Ethical practices

Clear written and verbal communication

Customer relations

Proactive approach

Organization & time management

Work under pressure

Attention to detail

Attendance & punctuality

Teamwork

Budget awareness

Relationship building

Independent worker

Judgement & critical thinking

Education

High School diploma or equivalent

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

MS Publisher

Job description

Job Overview

The Lifestyle/Administrative Assistant is responsible for assisting the Lifestyle Manager in the oversight of LCCA Events and will promote and demonstrate the Lincoln Crossing community vision of intergenerational interaction through community lifestyle events and programs. This position is responsible for the planning, implementation, coordination and oversight of creative customized community events, resident engagement/volunteer activities, and resident led clubs, and recreational programs to enhance the lifestyle experience of the residents.

The expectation for this individual is to support the Lifestyle Manager, the Board, and community goals and objectives.

Compensation

$24-25/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Reports to the Lifestyle Manager.
• Assist the Lifestyle Manager in developing, coordinating and implementing customized intimate and large-scale community events to ensure intergenerational and neighbor to neighbor interactions creating a unique lifestyle for the residents.
• Ensure timely and accurate fitness class attendance reports to supervisor.
• Work with the Lifestyle Manager to develop positive working relationships with all community event and 3rd party recreation vendors holding them accountable for excellent services to the residents.
• Help monitor and provide oversight for all 3rd party recreation vendors to ensure maximum usage of facilities and meet the interests of the residents.
• Create and maintain a monthly Sports Court Calendar, ensuring it is up to date and posted properly.
• Create and implement community surveys to help identify resident interest for community event activities and recreational programs to support activation of community facilities.
• Attend and type minutes for monthly volunteer activities committee meetings.
• Assist Lifestyle Manager in providing community events /activities and recreational programs content for website updates, eblasts, newsletter, community app and social media platforms.
• Collaborate with the Lifestyle Manager to create and implement promotion strategies to ensure timely promotion of events, activities, and recreational programs through website, eblasts, newsletter, community app and social media platforms.
• Work closely with the Lifestyle Manager in developing and implementing annual goals and priority issues; creating individual strategic plans.
• Support the Lifestyle Manager with operations administrative tasks of LCCA.
• Ensure the event calendar on the community app is up to date and aligned with the master community event and activities calendar.
• Assist residents with room reservations and general questions pertaining to the Community.
• General administrative functions as needed by the Lifestyle Manager and General Manager, i.e., venue changes, posting of flyers for clubs, programs and community announcements and general notifications to membership.

Skills & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Proficient in English.
• Strong ethical practices.
• Must be able to communicate in a clear and concise manner in written and verbal communications.
• Strong internal/external customer relation skills required with ability to communicate effectively with all levels of management, associates, members and other stakeholders.
• Ability to apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout.
• Demonstrated organizational and time management skills with the ability to multi-task, implement, and monitor progress for successful completion.
• Ability to work well under pressure in a fast paced environment meeting deadlines.
• Demonstrates attention to detail.
• Demonstrates awareness of variables which could affect associate retention and/or morale.
• Excellent attendance and punctuality.
• Intermediate knowledge of Microsoft Office applications; including MS Word, Excel, PowerPoint, Outlook, Publisher.
• Must be able to work independently and as part of a team.
• Demonstrates strong customer service skills and the ability to work and motivate diverse groups of people, including effective communication skills to interact with board of directors, co-worker, supervisor, residents and the general public in order to convey information and to receive work direction.
• Possess public charisma and ability to develop positive relationships with diverse groups.
• Possess budgetary knowledge and control for the purpose(s) of executing community events, programs, and communication expenses.
• Possess the ability to work collaboratively with a diverse team and impellent the ideas of the team.
• Possess the ability to thing and work independently with self-direction to ensure success as a team.
• Possess the use of good judgment, critical thinking, and business "savvy".
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibilities

• Will indirectly supervise, part-time staff, event vendors and volunteers.

Education & Experience

• High School diploma or equivalent.
• Committed to continual learning as evidenced by attendance at seminars and industry programs, either as an attendee or as a guest speaker.
• Minimum of two years of public or private sector recreation community event coordination programming experience.
• Demonstrated quality written skills so as to be able to publish appropriate documentation as directed.

Physical Requirements And Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be mobile enough to move around office and community to monitor all facility programming or outside events, including walking on uneven surfaces and standing for long periods of time (typically up to 4 hours at a time).
• Must be able to communicate effectively and receive telephone calls and voice mail messages and maintain positive communications with clients, guests, residents, vendors and co-workers.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to handle multiple tasks.
• Must be able to handle pressure and deadlines related to the job.
• Must have use of reliable transportation in order to run errands and travel to various FSR locations.

Tools & Equipment Used

• Must have a valid California driver’s license
• Must have own reliable transportation
• Must have State mandated vehicle insurance
• Office equipment; computers, printers, fax machine, etc.

Travel

• Travel time of up to 25%

What We Offer

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.