Overview
Administrative Assistant to support our Architecture \& Compliance Department. This role works closely with the Director of Architecture \& Compliance and plays an important part in coordinating architectural review processes, supporting construction\-related projects, and providing exceptional service to community members.
This position is ideal for someone who thrives in a fast\-paced environment, enjoys managing multiple projects, and takes pride in delivering outstanding customer service and administrative support.
Duties
- Provide administrative and project support to the Director of Architecture \& Compliance and the Bay Inspector.
- Track architectural submittals from intake through final approval and coordinate with residents throughout the process.
- Monitor project timelines, fees, and requirements using scheduling and project tracking tools.
- Assist residents and vendors with questions regarding architectural guidelines and submission procedures.
- Coordinate department calendars, meetings, and appointments.
- Organize and support monthly Architecture Committee meetings, including preparing agendas, assembling submittal materials, coordinating meeting logistics, and recording minutes.
- Track deposits, fees, citations, and outstanding items during project close\-out.
- Maintain architectural records, project databases, and cloud storage systems.
- Update architecture and construction information on the community website.
- Track Certificates of Insurance related to construction projects.
- Draft letters, reports, and departmental communications.
- Provide front office and general administrative support as needed.
- Obtain and maintain Notary Public licensure and notarize documents for association business.
- Perform additional administrative duties as assigned.
- Proven clerical or administrative experience in a professional setting
- Strong computer skills including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and basic data entry skills
- Excellent organizational skills with keen attention to detail and ability to multitask efficiently
- Exceptional phone etiquette with experience managing multi\-line phone systems and providing customer support
- Experience in clerical tasks such as filing, proofreading, calendar management, and document handling
- Ability to manage multiple tasks and deadlines
- Ability to work well under pressure while maintaining professionalism in all interactions
Requirements
Located along the scenic coastline of North Laguna Beach, Emerald Bay is a private, gated community of approximately 550 homes across 150 acres. The Association provides a range of services including architectural control, security, facilities management, recreation programming, and beach operations.
Our team works in a collaborative and service\-oriented environment dedicated to maintaining the beauty and quality of life within the community.
Pay: $25\.00 \- $27\.00 per hour
Work Location: In person