Administrative Assistant To Executive Director/Cam

Job Overview
Position Summary

The Administrative Assistant to the Executive Director/CAM provides administrative, organizational, and operational support to the Executive Director and helps maintain continuity of CAM‑related processes. This role supports Board operations, office administration, and Concierge desk oversight. The position does not serve as the CAM of record; all authority remains with the Executive Director/CAM.

Key Responsibilities

Board & Committee Support

• Prepare agendas, packets, minutes, and meeting materials.
• Coordinate meeting schedules, logistics, and documentation.
• Maintain organized digital and physical Board records.
• Assist with elections, annual meetings, notices, and compliance tasks.

Administrative & Office Coordination

• Manage calendars, calls, correspondence, and resident communications.
• Maintain filing systems, workflows, and record retention.
• Process modification requests, sales applications, background checks, and new‑resident interviews.
• Track inspections, service logs, warranties, and equipment documentation.
• Issue and track access fobs; process and monitor work orders.
• Prepare RFPs, spreadsheets, reports, and assist with budget preparation.
• Coordinate with vendors and follow up on resident rule violations.
• Support invoice routing and administrative coordination with accounting.

Concierge Desk Oversight

• Oversee daily Concierge operations and scheduling.
• Assist with hiring, onboarding, training, and communication with Concierge staff.
• Develop and maintain desk procedures and service standards.

Continuity & Operational Support

• Support administrative and CAM‑related functions during absences, emergencies, or high‑workload periods.
• Assist with emergency response coordination.
• Maintain confidentiality of resident, employee, financial, and association information.
• Report to work during emergencies as required.

Additional Duties

• Assist with audits, inspections, special projects, and regulatory initiatives.
• Coordinate with vendors, contractors, and professional service providers.
• Identify opportunities to improve administrative efficiency.
• Perform other duties as assigned.

Supervisory Responsibilities

Direct supervision of Tower Pointe Concierge staff. Requires regular coordination with department heads, vendors, Board members, and residents. Uses sound judgment, professionalism, and discretion, escalating issues to the Executive Director as needed.

Qualifications

• High school diploma or equivalent.
• Minimum 2 years administrative, office management, or association‑related experience.
• Experience in condominium associations, property management, or senior living preferred.
• Strong organizational, communication, and documentation skills.
• Proficiency in Microsoft Office and electronic communication tools.

CAM Licensure Requirement

Must hold or obtain a Florida CAM license within six months. Licensure supports continuity and cross‑training but does not change reporting structure or authority.

Physical Demands & Work Environment

Primarily office‑based in a senior living/club/condominium environment. Requires routine office tasks and occasional lifting up to 10 lbs. Reasonable accommodations may be made.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person