Senior Administrative Assistant

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

Job summary

Associa in Honolulu, Hawaii is seeking an administrative professional to manage board correspondence, packet preparation, and budget support for homeowner associations. You will handle monthly financials, notices, proxy tracking, and attend annual meetings to tally votes and maintain rosters.

The role emphasizes organization, communication, and timely delivery of documents, with opportunities to interact with Community Association Managers, Board members, homeowners, and vendors.

Qualifications

• High school diploma or GED required.
• 0–3 years of administrative, office, customer-service, property-management, or related experience.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Capable of learning new software and proprietary systems quickly.
• Strong written, verbal, and interpersonal communication; detail-oriented and organized.

Responsibilities

• Send emails, prepare and distribute board packets, and organize association correspondence.
• Prepare and distribute Board meeting packets, conduct quorum calls, and maintain related documents.
• Retrieve and organize monthly financial statements, upload to the community portal, and distribute by mail or email.
• Assemble association budgets and prepare for distribution to homeowners.
• Prepare annual meeting materials, including notices and proxy tracking; attend meetings for voter tallies.

Skills

Administrative experience

Customer service

Organization skills

Communication skills

Time-management

Teamwork

Self-motivation

Vehicle ownership

Education

High school diploma or GED

Tools

Microsoft Office

Outlook

Word

Excel

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

Requirements

• High school diploma or GED required.
• 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.

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .

undefined

Our Story

Our Culture

Benefits and Perks

Employer Privacy Policy

EEO is the Law

ADP Privacy Statement Artificial Intelligence Google Privacy Policy Google Terms of Service