Specialist Association Governance at Hilton Grand Vacations

Orlando, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Apr, 26

Salary

0.0

Posted On

29 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Meeting Preparation, Calendar Management, Platform Maintenance, Document Management, Data Management, Financial Reporting, Regulatory Compliance, Stakeholder Communication, Correspondence Handling, Meeting Minutes, Website Content Maintenance, Task Management, Billing Coordination, Office Administration, Budget Preparation, Contract Management

Industry

Hospitality

Description

Prepare meeting notices for mail, email, and posting at resorts. Manage the Outlook/Teams Master calendars: create events and send invitations and updates. Maintain BoardEffect platform content: create events, maintain library of governing documents and association records, upload reports and send information to workroom participants. Collect, create, and prepare meeting materials to include agendas and meeting minutes; resort operations, guest satisfaction, and financial reports; annual meeting presentations; motions for approval; budget documents; contracts, agreements and consent documents; meeting minutes; candidate applications and regret letters; billing documents. Manage data, content, and tasks on Abbott portal: request owner data for mail campaigns; submit documents for upload, proofread email, documents, and other content and approve or request corrections; create election results reports; input data for owner and board meetings including quorum and voting specifics, ballot initiatives, and candidate biographies. Prepare annual budgets and audit submissions for state to comply with regulatory requirements. Maintain Pacer calendar/task management program to comply with due dates. Communicate with board members and maintain productive board relationships; interact with individual owners and board members through frequent correspondence, phone contact, and in person at association meetings. Respond to or coordinate responses to owner email inquiries sent to AMS mailbox. Communicate with board members to help coordinate reservations and to collect and process reimbursement reports. Arrange meeting space reservations where needed; attend board and annual meetings; take meeting minutes, report on election results, and facilitate organizational meetings. Maintain select sections of owner website content: meeting minutes, required reports and documentation, special announcements. Maintain board list with historical membership information and current board member contact information and manage “flags” in Clarity for current board member status. Arrange for translations of billing materials where required. Assist with board dinner reservations. Coordinate and assist with preparation of The Beacon and send to board members; send quarterly financial reports, meeting agenda packets, and other occasional communications to boards through BoardEffect. Manage internal and external due dates for all of the above. Order office supplies and process invoices for payment. Complete other duties as assigned.

Responsibilities

This role involves comprehensive administrative support for association governance, including preparing and distributing meeting materials, managing digital platforms like Outlook/Teams and BoardEffect, and ensuring compliance with regulatory deadlines. Key duties also include maintaining accurate records, handling board and owner communications, and assisting with meeting logistics and financial document preparation.