Administrative & Communications Support Specialist

Administrative and Communications Assistant serves as a primary resource and communicator between residents and the HOA office.

Seeking a friendly outgoing personality, and good customer service skills to manage first contact with residents by phone and in-person.

Location : Herndon, VA

Compensation : $60k-$65k

Schedule : Mon- Fri 9 : 00 am to 5 : 00 pm

Qualifications and Requirements :

3-5 years office administration experience.

Proficient in Microsoft Office suite (i.e. Word, Excel, PowerPoint).

Excellent written and verbal communication skills.

Ability to thrive in a small office environment with a willingness to assist where needed.

Prior homeowners association and / or property management experience preferred.

Must be willing to submit to a criminal background check.

Requires the ability to work with various internal and external stakeholders.

Requires strong writing, editing, research, and organization skills

Advanced computer proficiency - Ability to craft and edit professional newsletter.

The position reports to the Community Services Director and works closely to support the Executive Director. Finance Manager and various BOD Committees and Trustees in various capacities.

Specific Duties and Responsibilities

Administrative Support Responsibilities :

Assists with correspondence, record keeping, and projects, as directed.

Maintains organized management of physical and electronic files, as required.

Researches issues and compile information to assist Executive

Assists Community Services Coordinator with property inspection process and preparation of HOA documents, as needed.

Checks and responds to email and faxes.

Prepares mailings, as needed.

Supports assigned Board of Trustees and / or Committees with meeting scheduling, meeting preparation, meeting notes and assisting in execution of meeting outcomes.

Assist with the Pool Registration process including overseeing registrations, preparing annual membership books for pool staff and maintaining weekly pool reports.

Maintain interior office information displays neat and tidy with appearance that is pleasing to the eye.

Maintain adequate office and kitchen supplies; orders supplies as needed.

Establish and maintain office filing systems, hard copy and electronic.

Process mail daily.

Research and follow up issues and inquiries, as needed.

Open and close the office

Perform other duties, as needed.

Communications Responsibilities :

Serves as editor of the organization's Newsletter

Plans newsletter content, write / edit articles, and designs page layouts using Adobe InDesign CS4, Photoshop, and Adobe Acrobat Pro.

Manages the newsletter advertising process and lays out monthly advertising pages.

Proofreads all copy and supplies final Adobe InDesign files to the printing company in a timely manner to ensure the issue is printed and mailed prior to the deadline each month.

Approves bluelines and supplies mailing lists for the printing and mailing of the publication.

Solicits ideas and articles from residents, committee members, and others for inclusion in publication.

Assists committees in researching and developing articles.

Helps maintain and update the website, as requested.

Writes, edits, and distributes e-blast messages.

Maintains and updates the classified advertising section.

Miscellaneous tasks as assigned.

Compensation / Pay Rate (Up to) : $60,000.00 - $65,000.00 Per Year