Executive Legal Administrator

The Executive Legal Administrator will provide high-level administrative support to the President, CFO, COO, and other Executive team members. The Executive Legal Administrator reports directly to the President and provides executive support in a one-on-one working relationship. Additionally, this role will assist the CFO and COO with various administrative and organizational duties, leveraging a paralegal background where applicable. The Executive Legal Administrator also liaises with the Association's board of directors and management company teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Legal Administrator must be creative and enjoy working within an entrepreneurial environment. Exercise good judgment in diverse situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Duties and Responsibilities

The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in different areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Excellent communication and time management skills; proven ability to meet deadlines.
• Coordinates communications for the President, including taking calls and delivering accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff members.
• Responds to emails, letters and interfaces with residents
• Provides assistance to company's executives when required with administrative and organizational tasks, including document preparation and management scheduling, research, and compliance-related support.
• Prepares internal and external corporate documents
• Liaison to company with various external law firms
• Responsible for ensuring all corporate entities are in good standing with the State of Florida as well as ensuring other regulatory requirements are handled efficiently
• Organize complex calendars and schedules; resolving any scheduling issues
• Schedules meetings and appointments and may also attend meetings and take minutes
• Manages the President's calendar and updates contacts
• Orchestrates and prepares board members for HOA meetings and other events with the preparation of agendas, notices, minutes, and resolutions and any other back up necessary
• Acts as custodian and historian for the company and its entities of corporate documents and records. Maintains an organized filing system of paper and electronic documents
• Develops and sustains a level of professionalism among staff and clientele
• Manage sensitive matters, such as responses to subpoenas, other requests for information, with high confidentiality and discretion, especially decisions directly impacting the company's operations.
• Prepares presentations, reports, special projects, and other documents to support the organization's objectives.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Welcomes the Executive's guests by greeting them in person or on the phone and answering or directing inquiries.
• Represents the company and the Executive in a positive light through excellent follow-through skills and sound judgment.
• Conserves the Executive's time by reading, researching, collecting, and analyzing information as needed in advance.
• Complete ad-hoc projects as assigned — such as personal events and/or family needs.
• Upholds a strict level of confidentiality and discretion and sound judgment to handle C-Level matters

Qualifications (Education, Experience, Technical Skills)

Education and Experience:

• Bachelor's degree in business administration or other related business degree
• Paralegal background preferred
• Experience with State of Florida HOA laws
• Experience in corporate governance and documents such as articles of incorporation, bylaws, Declarations, Rules and Regulations, budgets
• Event planning experience preferred
• 5+ years of related experience required in an executive administrator role supporting C-Level executives.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings