LEAD ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
Job Title: Lead Administrative Assistant
Department: Property Owners’ Association (POA)
Reports To: Director of Administration
FLSA Status: Non-Exempt (Full-time, Year-Round)
SUMMARY: The Lead Administrative Assistant provides advanced administrative support to the Director of Administration and POA operations with a broad range of administrative and project-based responsibilities. This position leads front desk operations by providing supervision and guidance to two front desk administrative staff, and helps ensure organized, consistent, and member-focused office procedures.
The role oversees daily workflows, supports member services, ensures accurate document preparation and effective communication, and coordinates administrative activities to promote operational efficiency and administrative POA service excellence.
The Lead Administrative Assistant maintains a working knowledge of community association governance, Board and Committee procedures, and POA operational standards to provide continuity and informed administrative support in the absence of the Director of Administration. The position serves as a secondary resource for governance-related processes and helps maintain procedural consistency and operational stability when backup support is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Supervision and Administrative Leadership: The Lead Administrative Assistant provides direct, day-to-day supervision of the POA Administrative Assistants, ensuring consistent performance, accountability, and adherence to established procedures. This role is responsible for guiding workflow, coordinating assignments, and maintaining high standards of service, accuracy, and efficiency across all front desk and administrative operations. Serves as the primary point of direction for administrative staff, addressing questions, resolving routine issues, and ensuring effective communication prior to escalation to the Director of Administration.
Responsibilities include:
- Directly supervises POA Administrative Assistants, providing clear guidance, direction, and daily oversight of responsibilities and performance.
- Coordinates and assigns work to ensure timely completion of administrative tasks and balanced workload distribution.
- Provides training and onboarding support, reinforcing standardized procedures and best practices.
- Monitors work quality and provides ongoing feedback to ensure accuracy, efficiency, and professionalism.
- Addresses routine operational issues and supports problem-solving to maintain seamless office operations.
- Ensures consistent front desk coverage and coordination of administrative activities to uphold service standards.
- Ensures administrative coverage aligns with established hours of operation, including oversight of opening and closing procedures.
- Prepares annual performance evaluations for Administrative Assistants in coordination with, and subject to final approval by, the Director of Administration.
- Promotes a collaborative, accountable, and service-oriented work environment.
- Front Desk Support: Provides direct front desk support and serves as the primary backup to ensure continuity of daily operations. Actively performs front desk functions as needed, including managing communications, answering phones, preparing correspondence, processing documents, entering and tracking service work orders, and assisting members and guests. Steps in during peak periods, staff absences, or
high-demand situations to maintain seamless service delivery. Ensures all member-facing interactions are handled professionally, with accuracy, consistency, and timely follow-through.
- Systems & Vendor Services: Maintains proficiency in POA databases and work order systems to accurately enter, track, and manage member profiles and vendor-related service requests. Communicates directly with POA-contracted vendors to coordinate services and ensures all requests are properly documented and routed in accordance with established procedures. Collaborates with internal teams and system representatives to resolve issues and support efficient and effective operations.
- Records Management: Supports and upholds paperless office procedures by accurately scanning, indexing and saving documents within the appropriate electronic filing system, ensuring consistency and compliance with established records management protocols.
- POA Operations Support: May provide administrative support to the Director of Landscaping, as needed, including preparing and issuing roof and landscaping violation notices and related homeowner correspondence. Ensures timely tracking, follow-up, and proper documentation in accordance with established procedures when assigned.
- Membership Directory: Manages and executes the Membership Directory process, including annually updating member profiles into the established databases; producing
the directory, coordinating printing and distribution to members. In addition, maintains the Lot and Alpha Lists monthly; automatically updated with the directory changes.
- POA Painting Program: Coordinates the POA homes painting and roof cleaning program by working with the contracted vendor, inputting and tracking work orders, processing and distributing member notification letters, and communicating with members as needed to support scheduling and completion of painting projects through vendor.
- Annual Committee Process: Assists the Director of Administration with the annual committee administration process, including updating the Committee Interest Form, and collaborating with marketing for electronic distribution. Supporting additional administrative needs as requested, including the following:
- Annual Committee Chair Orientation: Compiles materials for the orientation meeting, creates tabbed binders and manages RVSPs.
- Selection and Nominating Committees: Organizes member interests, manages random selection process, and collects the non-disclosure documents to support the formation of each committee.
- External Affairs Committee: Assists with coordinating the annual luncheon and/or cocktail reception, manages RSVPs, prepares name tags and manages the welcome table on the day of the event.
- Conflict of Interest Policy: Distributes the Conflict of Interest Policy to all Board members, committee members, and management beginning in April each year, and ensuring executed forms are received. Forwards any disclosed “yes” responses to the Treasurer for review and maintains ongoing compliance for new committee members or management added throughout the committee season.
- Annual and Special Meeting Preparation and Voting: Maintains and verifies the voting roster in established database for paper and electronic voting; coordinates with the electronic voting provider and the Association’s auditor on roster updates; manages mailing, including copying, stuffing, and postage within required timelines; and supports ongoing efforts to transition members from paper voting to electronic voting.
- Annual Report Booklet: Communicates with the Committee Chairs to collect articles summarizing their accomplishments for the season; updates new and deceased members pages; includes photos for all Chairs and Board Members, obtains messages from the COO/GM and President; coordinates front and back page designs with Marketing; and incorporates the Audited Financial Statements.
- Reports and Analytics: Prepares and delivers reports, updates, and operational trend analyses related to POA Office activities, as requested by management.
- Notary Services: Obtains a State of Florida Notary Commission, including bonding, and provides notary services to homeowners in full compliance with state regulations.
QUALIFICATIONS: To perform this position successfully, an individual must be able to carry out each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities necessary for the role.
- General Office Skills: Demonstrates strong customer service and administrative proficiency, including operating a multi-line phone system and general office equipment. Manages routine office communications with accuracy and efficiency. Exhibits attention to detail, strong time management, initiative, and a sense of urgency in completing tasks.
- Supervisory Experience: Proven ability to oversee and direct assigned Administrative Assistants, manage workflow priorities, and uphold established office standards and accountability.
- Computer Skills: Proficient in Windows Microsoft Office (Word, Excel, PowerPoint, Outlook). Able to prepare correspondence, create spreadsheets and presentations, manage email applications, use browsers and cloud-based video platforms, efficiently organize digital files, and manage scheduling/calendar systems.
- Organization: Demonstrates strong organizational skills and attention to detail, with the ability to accurately maintain both paper and electronic records. Assists with organizing board related materials for scheduled meetings, workshops, board Retreats, and committee meetings.
- Social Skills: Demonstrates strong interpersonal and communication skills and interacts professionally and courteously with the residents, staff, and guests. Provides high-quality customer service, actively listens to requests, works collaboratively, and functions effectively within a team environment to maintain a positive and supportive community atmosphere.
- Confidentiality and Professionalism: Maintains strict confidentiality in handling sensitive and personal information related to organizational matters and member requests. Exercises sound judgment and discretion at all times to protect privacy and uphold the organization’s standards for data security and professional ethics. Ensures that confidential materials are managed, stored, and communicated appropriately in accordance with established policies and procedures.
EDUCATION AND/OR EXPERIENCE: High school diploma or general education degree (GED) required; an equivalent combination of education and experience may be considered. Minimum of five (5) years of experience in general business practices is required, preferably within a high-volume, fast-paced office environment, including demonstrated supervisory or leadership experience. Related administrative and/or association management office experience is preferred but not required. Proficiency in standard business systems, general office practices, and computer applications is required.
LANGUAGE SKILLS: Ability to read, analyze, and interpret general business documents, professional publications, and established procedures. Demonstrates the ability to prepare clear business correspondence, reports, and procedural documentation and to communicate effectively and professionally with staff, residents, guests and vendors.
REASONING ABILITY: Strong problem-solving skills with the ability to apply common sense understanding and interpret instructions delivered in written, oral, diagram or schedule form. Able to collect data, establish facts, draw valid conclusions, and manage situations with limited standardization. Demonstrates calm, effective responses to multiple demands and projects.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit; use hands handle, or feel, reach with arms and communicate verbally. Frequent standing and walking are required, with occasional stooping, kneeling or crouching. Must occasionally lift and/or move 10 to 25 pounds. Specific vision requirements include close, distance, color peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT: The work environment is primarily indoors in an office setting, with noise and stress levels ranging from moderate to high. Duties may also require occasional exposure to outside weather conditions.