Governance Administrator Job at Capital Vacations

Job Description

Opportunity for career advancement in a fast paced, growth-oriented Organization.

Job Responsibility

Works closely with senior leadership and support staff to ensure the accurate information provided to Managed Boards
Provide administrative support to the RVP by managing and maintaining the calendar, developing and editing correspondence, and preparing briefing materials
Support the governance activities by scheduling all Board Committee meetings, preparing and distributing meeting materials, summary notes, and correspondence
and conducting research in preparation for Board meetings
Monitor key governance and operational deadlines and milestones and proactively work with RVP/RDO/GM’s to meet deadlines
Assist with creating and analyzing surveys, gathering and synthesizing data and information to support leadership decision making and other projects as needed
Assist RVP/RDO/GM with day to day administrative functions of managing the homeowner’s associations and support regional resort objectives
Organize and schedule meetings both at the office and online using WebEx
Develop reports for review by GM/RVP/RDO’s
Maintain policies and procedures related to Administrative duties based on the needs of individual homeowner’s associations
Maintain accurate contact data for every board member for each resort in their respective region and process all board member and owner mailings
Maintain owner’s portals for resorts to ensure all information is current and accurate
Provide responsible and confidential assistance concerning HOA owners and board members to the GM/RVP/RDO’s and Executive management as necessary
Prepare and coordinate distribution of all annual meeting material as directed by RVP, i.e., Notice of Annual Meeting, Nomination Forms, Ballot/Proxy Material, and all other required documentation
Participate in the generation of annual meeting binders
Post all documents contained in the Annual Meeting Notice packet to owner’s portal
Record all ballot/proxy responses and provide an accurate report/tally as required
Request reimbursements from the resort if business reply permits used for returned proxy/ballots
Attend annual and post organizational meetings by conference call and or in person, for the primary purpose of transcribing minutes, assisting with preparation or questioning of Action Item List, and answering any other questions posed by RVP/RDO or Board members related to this particular meeting
Governance will update the corporate library files with the most recent version of the meeting minutes and the action items list
Prepare newsletter articles on behalf of RVP/RDO/GM’s, when necessary
Retrieve the previously reviewed, edited, and formatted newsletter articles provided with the monthly reports forwarded from the resort General Manager through the RVP/RDO
Provide a draft newsletter to General Manager and RVP/RDO and consolidate all recommended changes
Perform edit to incorporate all changes and provide final drafts to General Manager and RVP/RDO
Post newsletters to the owners’ portal
Perform all other duties and projects as assigned by the RVP
Performs the job assigned, complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity

Requirements

High School diploma
Associate degree or Bachelor's degree preferred
Five-Seven years Executive Admin Experience preferred
Administration background: Hospitality and/or Property Management or equivalent
Legal background preferred
governing documents, contract admin
Must have knowledge or proficiency in Microsoft Office Suite, Zoom, Teams, etc.
Must possess leadership skills, multitask oriented, organized and able to set priorities
Must possess excellent communications kills, both written and oral
Ability to Travel

What we offer

Competitive Salary
Paid time off
Career growth
Medical / Dental / Vision insurance
401k
Enthusiastic team environment
Travel Perks to all our Resort locations
Medical Insurance
Dental Insurance
Vision Insurance
Discounted Resort Stays
Paid Time Off
Life Insurance
Long-Term Disability
Professional Development
Competitive Compensation
Rapid Growth
Corporate Discounts
Exclusive Member Deals

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Governance Administrator

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