Administrative Assistant - Legal Services

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. We’re committed to growing our people, memberships, resorts and guest love. That’s 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, we’re looking for you.

This position will be responsible for providing administrative support to Legal Services, including Litigation and HOA Compliance. Employees in this job are responsible for the coordination and performance of detailed administrative responsibilities for the department. They are expected to manage multiple priorities simultaneously
with little or no supervision and with a high degree of accuracy, confidentiality, discretion and independent judgment. They are expected to be proactive, to demonstrate exemplary organizational skills and decision making skills, to be an effective and clear communicator both in written and verbal communications and operate with a
high level of professionalism and discretion as these communications will be time-sensitive, widely distributed, and highly confidential.

ESSENTIAL DUTIES: 

• Provide skilled administrative support for Legal Services department. Prepare, edit and
  proofread basic legal documents, presentations and specialized correspondence.
  Effective and efficient communications with regulatory agencies, law firms, HOA board
  members, consultants and internal partners. Ability to create accurate and timely meeting
  notes and meeting minutes for Board meetings, regulatory calls and other legal
  proceedings as needed. Excellent communication and customer services skills.
• Organize and maintain tracking and filing systems (electronic and physical) for multiple
  processes, including legal records, Association documents, litigation schedules, demand
  templates and customer complaints. Proactively coordinate document tracking and
  retention including execution, notarization and witnesses as required.
• Process and maintain proxy and vote reports for multiple timeshare and condominium
  owners’ Associations. Maintain data tracking to support accurate reporting for quorum
  requirements, inventory management, and owner data. Ensure compliance with various
  legal documents, state statutes and regulatory requirements to meet deadlines for meeting
  notices, hearings, court deadlines and disclosure filings.
• Process and register invoices, check requests and payment processing for the department.
  Ensure timely check distribution and fulfillment. Manage other dues, fees, registration and
  licensing for multiple attorneys and other professional designations and organizations.
• Perform other related duties and projects as assigned.

REQUIREMENTS: 

• High School Diploma
• 5-7 years of administrative experience
• Timeshare experience or condo management company 
• Knowledge of civil litigation process is helpful
• Valid Florida drivers license 
• Florida Notary Public certification helpful 
• Ability to multi-task and prioritize while working in a fast-paced environment with strict deadlines.
• Process oriented, organized and must possess exceptional attention to details.
• Self-directed and independent with projects while possessing the ability to work as a team player to collaborate and develop strong relationships.
• Excellent written and verbal communication as well as, customer service skills.
• Advanced computer skills (including Microsoft Word, Excel and PowerPoint) with ability to learn new programs.