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SUMMARY
The Executive Project Manager & Assistant to the General Manager (EPMA) reports directly to the General Manager and performs a wide variety of secretarial, administrative and clerical duties. This position is responsible for providing excellent administrative support to the General Manager, Board of Directors, Senior Leadership team and the rest of the Tahoe Donner staff, homeowners and guests.
The EPMA acts as Recording Secretary for the Board of Directors, organizes all materials and meetings of the Board and attends all Board meetings as required. He/She is responsible for the development, implementation, and maintenance of the Association's records management system and office procedures. The EPMA is also responsible for planning and implementing a tracking system on an Association-wide basis to monitor the status of reports, special projects, routine assignments, etc., serving as a strategic plan/goal task production manager. The EPMA organizes the activity and work flow of the Administrative Office and the appointment schedule of the General Manager and provides direct support, when needed, to the Board of Directors.
This position requires critical thinking skills to independently interact with other operational departments and initiate or assist operational improvements required to comply with law or regulation and/or to improve interdepartmental operational efficiency. Due to the wide diversity of responsibility and the need to interact with the General Manager, Board of Directors, department managers, volunteer committees, supervisors and community partners daily, superb organizational and communication skills are essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Provides excellent customer service to members, employees and business partners.
Prepares correspondence of general and specific nature from written, transcribed or dictated materials.
Helps coordinate the Annual Board Director Election and Annual Meeting of the Membership
Prepares board meeting agendas, minutes and board books for all Board meetings.
Attends Board meetings, committee meetings, task force meetings, and other meetings as required.
Posts all notices, agendas, minutes, board and committee materials and official documents in accordance with legal statutes and Tahoe Donner policy. Maintains respective Tahoe Donner webpages as well as the official notice bulletin board at the Association's main office.
Composes Resolutions and Ordinances when required for approval by the Board of Directors.
Assists with compiling documents to be reviewed by Legal Counsel.
Leads the strategic plan goal tracking in the production of results / timing / status and internal/external reporting.
Lead the executive team in office and meeting automation to support highly efficient flow and communication of information internally and with our community members.
Plans and coordinates a records management system for the filing, storing, retrieving, and disposing of records for all Association departments. Works with department managers to implement and maintain this program.
Collects, organizes, and maintains Association legal documents, including but not limited to Board minutes, ordinances and resolutions. Researches, processes, extracts and summarizes information from these records as required.
Represents Association offices and/or Tahoe Donner Association regarding services provided and interpretation of Association policies and procedures in a prompt and professional manner.
Prepares expense reports for the General Manger and Board of Directors as required.
Works to directly support Association volunteer committees in understanding of their charters, Association governing documents, and California Davis-Stirling Act.
QUALIFICATIONS
To perform this job satisfactorily, an individual must be able to perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Strong organizational ability in a highly dynamic environment is critical.
Analytical orientation and ability to manage an idea through implementation and execution.
Solutions-oriented with a desire for continuous improvement.
Ability to manage many projects at once and enjoy it.
Aptitude for relationship-building and collaboration.
EDUCATION and/or EXPERIENCE
Associate degree or equivalent from two-year College or technical school; or three years of progressively responsible full-time administrative experience in a corporate environment; or equivalent combination of education and experience.
Ability to compile, analyze, and present data, communicate effectively orally and in writing, and interact effectively with staff, elected officials and constituents; ability to type accurately on a computer keyboard and operate a computer utilizing Windows operating system. Proficiency in Microsoft Office systems including Word and Excel.
Working knowledge and experience with the California Davis-Stirling Act and homeowner association governance preferred.
CERTIFICATES, LICENSES, REGISTRATIONS
Requires possession of valid Class C driver license with a driving record meeting the minimum standards required by the Association insurance carrier.
WRITING SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please be advised that the location of this position is in the mountains (roughly 6,500 in elevation). Inclement weather can and will be encountered on a regular basis, especially throughout the winter. Reliable transportation to and from work is a necessity. Access to a 4WD or AWD vehicle is highly recommended.
