About our company:
Springboard Hospitality is a premier third-party hotel management company with a 30+ year history transforming lifestyle hotels, from the islands of Hawaii to the tip of Florida.
Springboard team members are a diverse mix of independent innovators, savvy storytellers, adventure-seekers, tech entrepreneurs, free-thinkers and community leaders making waves across one of the most diverse portfolios in the industry.
At every level, the Springboard team is dedicated to going Above & Beyond to deliver hotels that transform people, properties & communities. From memorable moments at the front desk, to thoughtful room touches, to inspired onsite programming, the Springboard team is committed to empowering the traveler’s journey—inviting them to experience the frequency of each hotel’s locale, pushing authentic human connection, exploration, and discovery, while also driving revenue.
Springboard values intentional culture, and whole-heartedly believes in nurturing, training, and empowering the careers of the hospitality leaders of today and tomorrow, encouraging them to travel and explore, through Springboard’s award-winning portfolio. From work life balance to career development, Springboard values and invests in the greater team, reflected in zero corporate turnover during the pandemic, well positioned for continued growth through the future.
Springboard Hospitality maintains corporate offices in Los Angeles and Honolulu, while also supporting a modern work remote culture for select positions.
https://www.springboardhospitality.com/
Primary mission:
The Condominium Executive Assistant provides high-level administrative and operational leadership to the Condominium Board of Directors and/or Property Manager. This role ensures the effective management of the condominium community by overseeing complex projects, directing vendor and service operations, managing resident communications, and administering financial and operational processes. The ideal candidate is proactive, detail-oriented, and exercises sound judgment and discretion in managing confidential, sensitive, and time-critical matters.
SCOPE OF WORK + TEAM
- Reports to the General Manager.
- Partners closely with the Board of Directors and ownership to implement community goals and operational initiatives.
RESPONSIBILITIES
Project Leadership & Coordination:
- Lead and oversee multifaceted operational projects from planning through completion, ensuring strategic alignment with Board and management objectives.
- Develop and implement project plans, establish priorities, conduct research, analyze data, and make recommendations to support key business and operational decisions.
- Exercise discretion and independent judgment in evaluating project proposals, resource allocation, and vendor selection.
- Direct and coordinate community projects including maintenance, repairs, and capital improvements, ensuring compliance with established budgets and standards.
- Monitor project progress, evaluate outcomes, and advise the General Manager and/or Board on next steps and improvement opportunities.
- Manage resident notifications and building access coordination to minimize disruption during project execution.
Administrative Support & Office Operations:
- Oversee daily office operations to ensure efficient support of Board and General Manager priorities.
- Manage administrative workflow, correspondence, and information flow, ensuring timely and informed decision-making.
- Establish and maintain operational systems, procedures, and internal controls to enhance office and property efficiency.
- Coordinate and approve work orders and maintenance requests in alignment with operational policies.
Vendor & Service Management:
- Identify, evaluate, negotiate, and recommend vendor and service contracts that align with condominium and ownership goals.
- Exercise authority to solicit proposals, negotiate terms, and make purchasing recommendations within approved budget parameters.
- Manage vendor performance, ensuring quality standards and service levels are met or exceeded.
- Present recommendations to the Board for approval and oversee execution of contracts and ongoing vendor relationships.
- Exercise discretion in vendor selection, scope definition, and contract management to achieve operational efficiency and fiscal responsibility.
Resident, Owner & Agent Liaison:
- Serve as the primary representative of the condominium for residents, owners, agents, and vendors.
- Respond to inquiries and resolve complex issues using independent judgment while upholding community policies and standards.
- Represent management and the Board in resident communications and community relations.
Board Meeting Preparation:
- Prepare, organize, and distribute meeting agendas, packets, and official records.
- Attend meetings, provide professional documentation of minutes, and track action items to completion.
- Advise the General Manager and/or Board on follow-up actions, compliance needs, or policy updates resulting from meetings.
Calendar & Schedule Management:
- Strategically manage the General Manager’s and/or Board’s calendar and priorities.
- Coordinate meetings, inspections, and community events to support operational and strategic planning.
Financial Administration:
- Collaborate with the General Manager to develop, monitor, and manage annual budgets, providing analysis and recommendations for cost efficiencies and revenue opportunities.
- Exercise independent judgment in approving expenditures within delegated authority and ensuring compliance with budgetary guidelines.
- Review financial statements, vendor invoices, and association dues reports for accuracy, escalating issues as necessary.
- Assist with collection of monthly association dues and delinquent accounts, applying discretion in communication and follow-up.
- Identify and recommend process improvements in financial tracking, reporting, and internal controls.
Document Management:
- Oversee official association files utilizing a Document Management System (DMS) for digital record keeping.
- Maintain resident rosters, and databases, ensuring confidentiality and accuracy.
Community Communication:
- Lead the creation, approval, and dissemination of community communications, newsletters, and notices to ensure consistent, professional messaging.
- Oversee digital communication platforms and ensure alignment with brand and community standards.
Compliance Enforcement:
- Partner with the General Manager to interpret and enforce condominium bylaws, rules, and regulations, exercising judgment in compliance matters.
- Ensure operational adherence to legal and regulatory requirements, including licensing, inspections, and permits.
- Develop recommendations for policy updates and procedural enhancements.
