Executive Assistant

Description

About Lake Almanor Country Club

Lake Almanor Country Club is a resort-style homeowners association located on the beautiful shores of Lake Almanor in Northern California. Our community includes residential neighborhoods, recreational amenities, golf, clubhouse operations, security, maintenance, and year-round administrative services.

We are seeking an organized, dependable, and detail-oriented Executive Assistant to support the daily functions of the Administrative Office. This position will have a strong focus on accounting and financial administration while also providing executive support to the General Manager and assisting Operations, Human Resources, special projects, and Board of Directors activities as needed.

Position Summary

The Executive Assistant provides confidential administrative and accounting support to the General Manager and helps ensure the Administrative Office operates efficiently. The successful candidate will be comfortable managing detailed financial information, balancing competing priorities, maintaining confidential records, communicating professionally with homeowners and employees, and assisting with Board and community-related projects.

This position requires sound judgment, discretion, initiative, accuracy, and the ability to work both independently and collaboratively in a fast-paced, service-oriented environment.

Essential Duties and Responsibilities

Accounting and Financial Administration

Assist with daily accounts payable and accounts receivable functions.

Review invoices, obtain approvals, enter financial information, and maintain supporting documentation.

Assist with bank deposits, payment processing, account reconciliations, and general ledger research.

Maintain accurate vendor records, invoices, purchase orders, and financial files.

Assist with homeowner account questions and coordinate account corrections when appropriate.

Support monthly financial reporting, budget preparation, annual audits, reserve documentation, and year-end processes.

Assist with credit card and purchasing account reconciliations.

Communicate with vendors, financial institutions, management partners, and accounting professionals as directed.

Maintain confidentiality and appropriate internal controls when handling financial information.

Executive and Administrative Support

Provide day-to-day administrative support to the General Manager.

Manage calendars, appointments, correspondence, deadlines, and follow-up items.

Prepare letters, reports, spreadsheets, presentations, meeting materials, and other documents.

Track projects, assignments, contracts, and action items to help ensure timely completion.

Assist with maintaining Association records, policies, contracts, resolutions, and official correspondence.

Respond professionally to homeowners, vendors, employees, and community partners by telephone, email, and in person.

Help maintain an organized, professional, and welcoming Administrative Office.

Board Meetings and Special Projects

Assist with preparing Board meeting agendas, packets, reports, presentations, and supporting materials.

Attend Board meetings as assigned, including occasional early morning, evening, or weekend meetings.

Assist with meeting setup, technology, document distribution, note-taking, action-item tracking, and post-meeting follow-up.

Maintain confidentiality regarding executive session, personnel, legal, financial, and other sensitive matters.

Support elections, annual disclosures, membership communications, policy updates, and other Association projects.

Coordinate special projects assigned by the General Manager and help communicate progress to the appropriate parties.

Requirements

Minimum Qualifications

Three years of progressively responsible administrative, executive-support, bookkeeping, or accounting experience.

Experience with accounts payable, accounts receivable, reconciliations, financial records, or general accounting support.

Proficiency with Microsoft Office, including Outlook, Word, and Excel.

Strong written and verbal communication skills.

Excellent organizational skills and attention to detail.

Ability to manage multiple assignments, changing priorities, and firm deadlines.

Ability to exercise sound judgment and maintain strict confidentiality.

Professional and courteous customer-service skills.

Ability to work independently while contributing positively to a team environment.

High school diploma or equivalent.

Preferred Qualifications

Five or more years of executive administrative or accounting experience.

Associate degree or additional coursework in accounting, business administration, finance, or a related field.

Experience working for a homeowners association, property management company, local government, nonprofit organization, country club, or similar community-based operation.

Familiarity with CINC, Paylocity, HOA accounting platforms, or similar financial and property-management software.

Experience supporting a Board of Directors or preparing formal meeting materials.

Knowledge of basic accounting principles and internal financial controls.

Work Schedule

The regular schedule is generally Monday through Friday during normal Administrative Office hours. Occasional early morning, evening, or weekend work may be required for Board meetings, community events, deadlines, or special projects.

Lake Almanor Country Club is an equal-opportunity employer. Employment decisions are based on qualifications, merit, and organizational needs without regard to any characteristic protected by applicable federal or California law. Reasonable accommodations are available to qualified applicants and employees with disabilities.