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Division Executive Assistant - R12 

Category Administration  

The Management Trust
Position Title: Division Executive Assistant
Location: Portland, OR
Reporting To: Division President
Status: Exempt, Full-Time
Salary: DOE


The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.


Collaborating with Division Leadership on client feedback, client relationship programs, client rating platforms and service enhancements. Additionally, this position provides high level assistance to the Division Executive Team and is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to supporting the Division Leadership team and Division offices with administrative needs, performing special projects/research, and various other services (i.e., Marketing and Sales program support).


  • Manage Client connections as they relate to marketing and sales, for responsible parties, per the guidelines as needed
  • Determine and implement communication and follow-up protocol as it relates to division marketing and sales, including but not limited to phone calls, email communication, Board meeting attendance, etc.
  • Follow up with all web or social media inquiries as needed or as agreed to with the Division President. Report findings and recommendations to Division President and others as needed Collaborate with responsible division leadership
  • Follow up with clients that need special attention or we are at risk of losing, as needed
  • Assist in the formulating of Client surveys, as needed
  • Provide findings of Client surveys to Division Leadership and make recommendations to foster enhanced client relations, as needed
  • Request Google Reviews from clients that left positive surveys. Contact clients that expressed concerns in surveys/reviews, identify their concerns and needs. Work with department head/supervisor to develop a plan to resolve issues
  • Create and maintain various marketing and/or client relations reports and submit to Division President or others as needed
  • Follow up on client survey inquiries, as needed
  • Inform team members about positive surveys and feedback from clients (via a completed a survey and/or a complimentary e-mail about one of our team members)
  • Attend marketing or sales focused Board meetings, as needed to show added support to our clients
  • Assist as needed in acknowledging special occasion from the Management Trust to our board members: To include but not limited to life events, sympathy, birthdays, Board member anniversary is, etc.
  • Other duties and special projects as assigned
  • Provide executive support to the Division Leadership team, including preparing for Board and marketing meetings, providing agendas, setting up conference rooms, booking travel accommodations, preparing expense and mileage reports, calendaring, ordering business cards or other related materials, processing registration and payment for various credentials (i.e., CAI, HBA, etc.), and ordering food/supplies for meetings or company events
  • Consolidate and distribute information in an accurate and organized manner, including internal status reports, revenue reports, and consulting department related tracking
  • Coordinate and monitor responses to customer feedback and customer inquiries, including prospective board members
  • Anticipate the needs of Leadership and coordinate with them on announcements, research projects, updating internal records
  • Establish systems and processes for tasks with ongoing needs
  • Maintain well-written and professional communication with internal and external customers
  • Stay keenly organized on recurring items, especially those related to employee engagement
  • Establish procedures and provide administrative oversight for internal initiatives
  • Provide relief coverage or vacation support for others as needed (i.e., Division Insurance Specialist, or Division Operations Specialist)
  • Monitor and order specialized office supplies or branded materials as needed for marketing, employee engagement efforts, or education/training events
  • Support setup, scheduling/reservations, and distribution of information related to marketing events
  • Participate and attend networking and/or marketing events as needed or requested
  • Coordinate with vendors and suppliers for marketing and/or employee events
  • Price marketing materials and track projects upon request
  • Register employees for industry events and track training/registration information, as needed
  • Assist in the onboarding of new associations as defined by division onboarding checklist
  • Provide backup coverage/assistance to the Division Operations Specialist with Management Retainer Agreement requests and proposals
  • Provide backup coverage/assistance to the Division Operations Specialist with terminating associations (i.e., compiling records for transfer to new management companies and/or boards)
  • Other duties and special projects as assigned.


  • High School Diploma (or equivalent); Associate's Degree preferred
  • Ability to be intuitive regarding the needs of the office
  • Previous experience in office management - generally between 3-5 years
  • Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
  • Conflict resolution skills
  • Ability to meet deadlines and address time-sensitive issues
  • Superior multi-tasking skills
  • Excellent written and verbal communication
  • Ability to provide high-level customer service with astute attention to detail and organization
  • Must be a team player
  • Ability to manage workflow amid shifting priorities
  • Willing to learn Company processes and procedures, and learn/utilize proprietary software
  • Adaptable and dependable with a solid attendance record
  • Positive, professional and respectful demeanor with all internal and external customers at all times
  • Strong analytical, organizational, and problem-solving skills
  • Exceptional follow-through
  • Strong understanding of the HOA industry preferred
  • Ability to work independently, with little direction, and as part of a team
  • Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times


  • Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy


  • Use standard office equipment, including: computer, phone, copier/scanner, etc.
  • Be stationary for periods of time
  • Relocate up to (25) pounds
  • Travel to and from offsite locations


  • None


  • Monday-Friday from approx. 8:00 am-5:00 pm
  • This position may require occasional long hours to meet business needs, including Board meeting attendance

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.

Division TMT-04-OREGON  
EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.

The Management Trust reserves the right to modify any job description at any time based on business need.
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