Administration Assistant (Minutes documentation)

Role & responsibilities

Preferred candidate profile

At Holiday Inn Club Vacations, we believe in strengthening families. And we look for people who exhibit the courage, caring and creativity to help us become the most loved brand in family travel. Were committed to growing our people, memberships, resorts and guest love. Thats why we need individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust and respect in those around you? Do you encourage success and build relationships? If so, were looking for you.

POSITION DESCRIPTION:

The Administrative Assistant II provides detailed administrative and clerical duties supporting the Association Administration team. This individual will work independently with limited supervision, and cooperatively with the Legal staff.

ESSENTIAL DUTIES AND TASKS :

• Review and summarize board meetings from recorded audio files. Prepare drafts of meeting minutes within 30 days of the meeting date. Edit and incorporate revisions and feedback.
• Compile and prepare various reports for Association board meetings. This requires reviewing and understanding association law from various sources including statutes, recorded documents, agreements, resolutions, etc. in order to adhere to regulatory requirements such as association filing requirements and those related to meeting notice postings.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) needed to create and format documents and spreadsheets, and schedule meetings.
• Prepare and promptly respond to correspondence via written, oral or electronic communication.
• Proofread legal documents. Maintain confidential physical and electronic legal files.
• Handle moderately complex administrative tasks and manage projects.

This job description in no way states or implies that these are the only duties to be performed by the employee in this position. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed. The incumbent is expected to perform other duties necessary for the effective operation of the department.

EDUCATION and/or EXPERIENCE

• Any graduation. Legal educational qualification is an added advantage.
• 1-4 years of experience
• Self-starter with the ability to multi-task
• Must have strong organizational and written communication skills

QUALIFICATIONS

• Requires excellent organizational skills.
• High degree of confidentiality.
• Must possess strong verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat, and the ability to learn new programs as may be applicable.
• Ability to react and adapt to changes and priorities.
• Ability to work in a fast-paced environment.
• Detail oriented.
• Self-starter.
• Ability to work well with others.