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Capital Vacations Logo Capital Vacations · Office Administration

Governance Administrator

United States · Job Posted May 27, 2026
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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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