EXECUTIVE ASSISTANT (FULL-TIME) at Springboard Hospitality

Honolulu, Hawaii, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Jan, 26

Salary

64000.0

Posted On

25 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Leadership, Administrative Support, Vendor Management, Financial Administration, Document Management, Community Communication, Compliance Enforcement, Organizational Skills, Problem-Solving, Communication Skills, Attention to Detail, Time Management, Discretion, Teamwork, Proactive Approach, Negotiation Skills

Industry

Hospitality

Description

Job Details Job Location: Colony Surf AOAO Waikiki - HONOLULU, HI Salary Range: $60000.00 - $64000.00 Salary Description About our company: Springboard Hospitality is a premier third-party hotel management company with a 30+ year history transforming lifestyle hotels, from the islands of Hawaii to the tip of Florida. Springboard team members are a diverse mix of independent innovators, savvy storytellers, adventure-seekers, tech entrepreneurs, free-thinkers and community leaders making waves across one of the most diverse portfolios in the industry. At every level, the Springboard team is dedicated to going Above & Beyond to deliver hotels that transform people, properties & communities. From memorable moments at the front desk, to thoughtful room touches, to inspired onsite programming, the Springboard team is committed to empowering the traveler’s journey—inviting them to experience the frequency of each hotel’s locale, pushing authentic human connection, exploration, and discovery, while also driving revenue. Springboard values intentional culture, and whole-heartedly believes in nurturing, training, and empowering the careers of the hospitality leaders of today and tomorrow, encouraging them to travel and explore, through Springboard’s award-winning portfolio. From work life balance to career development, Springboard values and invests in the greater team, reflected in zero corporate turnover during the pandemic, well positioned for continued growth through the future. Springboard Hospitality maintains corporate offices in Los Angeles and Honolulu, while also supporting a modern work remote culture for select positions. https://www.springboardhospitality.com/ Primary mission: The Condominium Executive Assistant provides high-level administrative and operational leadership to the Condominium Board of Directors and/or Property Manager. This role ensures the effective management of the condominium community by overseeing complex projects, directing vendor and service operations, managing resident communications, and administering financial and operational processes. The ideal candidate is proactive, detail-oriented, and exercises sound judgment and discretion in managing confidential, sensitive, and time-critical matters. SCOPE OF WORK + TEAM Reports to the General Manager. Partners closely with the Board of Directors and ownership to implement community goals and operational initiatives. RESPONSIBILITIES Project Leadership & Coordination: Lead and oversee multifaceted operational projects from planning through completion, ensuring strategic alignment with Board and management objectives. Develop and implement project plans, establish priorities, conduct research, analyze data, and make recommendations to support key business and operational decisions. Exercise discretion and independent judgment in evaluating project proposals, resource allocation, and vendor selection. Direct and coordinate community projects including maintenance, repairs, and capital improvements, ensuring compliance with established budgets and standards. Monitor project progress, evaluate outcomes, and advise the General Manager and/or Board on next steps and improvement opportunities. Manage resident notifications and building access coordination to minimize disruption during project execution. Administrative Support & Office Operations: Oversee daily office operations to ensure efficient support of Board and General Manager priorities. Manage administrative workflow, correspondence, and information flow, ensuring timely and informed decision-making. Establish and maintain operational systems, procedures, and internal controls to enhance office and property efficiency. Coordinate and approve work orders and maintenance requests in alignment with operational policies. Vendor & Service Management: Identify, evaluate, negotiate, and recommend vendor and service contracts that align with condominium and ownership goals. Exercise authority to solicit proposals, negotiate terms, and make purchasing recommendations within approved budget parameters. Manage vendor performance, ensuring quality standards and service levels are met or exceeded. Present recommendations to the Board for approval and oversee execution of contracts and ongoing vendor relationships. Exercise discretion in vendor selection, scope definition, and contract management to achieve operational efficiency and fiscal responsibility. Resident, Owner & Agent Liaison: Serve as the primary representative of the condominium for residents, owners, agents, and vendors. Respond to inquiries and resolve complex issues using independent judgment while upholding community policies and standards. Represent management and the Board in resident communications and community relations. Board Meeting Preparation: Prepare, organize, and distribute meeting agendas, packets, and official records. Attend meetings, provide professional documentation of minutes, and track action items to completion. Advise the General Manager and/or Board on follow-up actions, compliance needs, or policy updates resulting from meetings. Calendar & Schedule Management: Strategically manage the General Manager’s and/or Board’s calendar and priorities. Coordinate meetings, inspections, and community events to support operational and strategic planning. Financial Administration: Collaborate with the General Manager to develop, monitor, and manage annual budgets, providing analysis and recommendations for cost efficiencies and revenue opportunities. Exercise independent judgment in approving expenditures within delegated authority and ensuring compliance with budgetary guidelines. Review financial statements, vendor invoices, and association dues reports for accuracy, escalating issues as necessary. Assist with collection of monthly association dues and delinquent accounts, applying discretion in communication and follow-up. Identify and recommend process improvements in financial tracking, reporting, and internal controls. Document Management: Oversee official association files utilizing a Document Management System (DMS) for digital record keeping. Maintain resident rosters, and databases, ensuring confidentiality and accuracy. Community Communication: Lead the creation, approval, and dissemination of community communications, newsletters, and notices to ensure consistent, professional messaging. Oversee digital communication platforms and ensure alignment with brand and community standards. Compliance Enforcement: Partner with the General Manager to interpret and enforce condominium bylaws, rules, and regulations, exercising judgment in compliance matters. Ensure operational adherence to legal and regulatory requirements, including licensing, inspections, and permits. Develop recommendations for policy updates and procedural enhancements. Qualifications EXPERIENCE: Prior Experience: Proven experience as an Executive Assistant, Administrative Assistant, or in a property management setting required. Demonstrated ability to manage operational projects, budgets, and vendor contracts. Knowledge of condominium governance, laws, and regulatory requirements. IT Expertise: Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, Publisher & SharePoint) and other relevant software, such as property management or accounting systems. Education: High school diploma or GED required. Associate’s or Bachelor’s degree preferred. Subject Expertise: Excellent English verbal and written communication skills with the ability to interact professionally and diplomatically with diverse groups of people. Proficiency in Japanese and/or Korean is desirable. Strong organizational and planning skills with exceptional attention to detail and the ability to manage multiple tasks simultaneously. Ability to handle sensitive and confidential information with the utmost discretion. Aptitude for proactive problem-solving and thinking on one’s feet in a fast-paced environment. Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn. OTHER EXPECTATIONS: Abide by payroll policies, procedures and rules of conduct as stated in the Springboard Hospitality Associate Handbook. Demonstrate a working knowledge of all company safety and security procedures. Knowledge of state and local property management regulations. Travel required: As needed for condominium needs. Hours Required: Must primarily work during Springboard Hospitality business hours, Monday - Friday 8am - 5pm (HST), while understanding that the condominium business functions 24/7 and flexibility to work evenings or weekends, and holidays as needed. Benefits: Springboard Hospitality offers an empowered working environment that encourages collaboration and flexibility. We offer a superior benefits package to employees who work 20 hours/week or more that includes: Full Time Benefits Competitive Base Salary Vacation Paid Sick Leave Medical, Dental, Vision, Life, Pet Insurance 401K Costco Membership Bereavement Leave Management Contract Referral Program Education Assistance Employee Rates at all of Springboard Hospitality’s 35+ Hotels Monthly Cell Phone Stipend Lead Share Program Associate of the Month/Quarter & Company-wide Associate of the Year Programs Associate Referral Bonus Program Springboard Hospitality Core Values: CONNECTED. We are plugged into people, technology and the cutting edge of culture. INDEPENDENT. We are free-thinkers who embrace diversity and advocate for innovation. COLLABORATIVE. We are collaborative and believe that the best solutions are found by working hand-in-hand. PERSONALIZED. We are devoted to authentic human connection, personalizing our approach to the guests and owners that we serve. DYNAMIC. We are analytic thought leaders who harness the power of data to maximize return on investment. OLS Hotels & Resorts LLC dba Springboard Hospitality (Springboard) is an equal opportunity employer. Springboard provides equal employment opportunity for all associates and prohibits discrimination based on race, color, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, religious creed (including religious dress and grooming practices), marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic information and characteristics, sexual orientation, gender identity or expression, military or veteran status, or any other basis protected under federal, state, or local laws. Springboard also provides reasonable accommodations for qualified applicants and employees with disabilities or medical conditions in accordance with applicable laws.

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Responsibilities

The Condominium Executive Assistant provides high-level administrative and operational leadership to the Condominium Board of Directors and/or Property Manager. This role includes overseeing complex projects, managing resident communications, and administering financial and operational processes.