Senior Administrative Assistant

associacareers; Honolulu (HI); On-site; USD 25,000 - 34,000; Full time

Job summary

associacareers is seeking an administrative professional to support HOA operations in Honolulu. You will compose emails, prepare board packets, organize notices, and maintain association correspondence across shared drives.

The role includes distributing meeting materials, reconciling documents, and providing courteous support to managers, homeowners, vendors, and staff. A strong attention to detail and reliable transportation are beneficial.

Qualifications

• High school diploma or GED is required.
• Associate degree preferred.
• 0–3 years of administrative, office or closely related experience.
• Proficiency with Microsoft Office, Outlook, Word, and Excel.

Responsibilities

• Send emails, build board packets, complete violation letters, upload documents, post community notices, and organize association correspondence in company shared drives.
• Prepare and distribute Board meeting packets, conduct quorum calls, and maintain meeting-related documents.
• Retrieve and organize monthly financial statements, upload them to the community portal, and distribute them by mail or email as directed.
• Assemble completed association budgets and prepare them for distribution to homeowners.
• Prepare annual meeting materials, including 75-day and 45-day notices, meeting programs, association folders, and proxy tracking.
• Attend scheduled annual meetings to register owners, tally votes, monitor quorum, and provide other meeting support.
• Maintain accurate Board rosters and update interim changes.
• Process biennial condominium association registrations during applicable filing years.
• Provide responsive, professional support to Community Association Managers, Board members, homeowners, vendors, and coworkers.
• Perform other administrative duties as assigned

Skills

Administrative experience

Office software proficiency

Customer service oriented

Education

High school diploma or GED

Associate degree preferred

Tools

Microsoft Office

Job description

• Send emails, builds board packets, completes violation letters, upload documents, post community notices, and organize association correspondence in company shared drives.
• Prepare and distribute Board meeting packets, conduct quorum calls, and maintain meeting-related documents.
• Retrieve and organize monthly financial statements, upload them to the community portal, and distribute them by mail or email as directed.
• Assemble completed association budgets and prepare them for distribution to homeowners.
• Prepare annual meeting materials, including 75-day and 45-day notices, meeting programs, association folders, and proxy tracking.
• Attend scheduled annual meetings to register owners, tally votes, monitor quorum, and provide other meeting support.
• Maintain accurate Board rosters and update interim changes.
• Process biennial condominium association registrations during applicable filing years.
• Provide responsive, professional support to Community Association Managers, Board members, homeowners, vendors, and coworkers.
• Perform other administrative duties as assigned

Salary Range: $18-$25 depending on experience

• High school diploma or GED required.
• Associate degree preferred.
• Zero to three years of administrative, office, customer-service, property-management, or closely related experience.
• Working knowledge of Microsoft Office, including Outlook, Word, and Excel.
• Comfortable using standard office equipment, including copiers, scanners, fax systems, and multi-line phones.
• Ability to learn new software and proprietary systems quickly.
• Strong written, verbal, telephone, and interpersonal communication skills.
• Excellent organization, time-management, and deadline-prioritization skills.
• Detail-oriented, proactive, dependable, and self-motivated.
• Ability to work both independently and collaboratively.
• Reliable access to a vehicle for business-related errands and meetings.
• Ability to attend occasional evening association meetings.