Description

A Common Interest Community Association is seeking a professional, organized, and service-minded Assistant General Manager to support the General Manager in the day-to-day leadership and operation of a large-scale gated recreational lake community in northern Illinois.

This position plays a key role in Association operations, Board support, cross-department coordination, human resources administration, payroll oversight, contract and vendor administration, community communications, project management, and resident/member service. The Assistant General Manager also serves as acting manager in the General Manager’s absence, as directed by Board Policy and/or the General Manager.

The ideal candidate is a strong communicator, a practical problem-solver, and a steady professional who can balance administrative accuracy, confidentiality, employee support, resident service, and operational follow-through in a fast-paced community environment.

Key Responsibilities:

• Support the GM with day-to-day Association operations, Board-related follow-up, departmental coordination, and special projects.
• Help manage the flow of information, requests, and follow-up items directed to the General Manager by identifying priorities, resolving or redirecting routine matters when appropriate, coordinating follow-up, and protecting leadership time.
• Provide leadership, support, and coaching to department managers and staff.
• Assist with Board meeting preparation, budget workshops, annual meetings, commission/committee meetings, reports, packets, and follow-up items.
• Coordinate and monitor Association projects, contracts, vendors, RFPs, bid comparisons, and project documentation.
• Conduct inspections of common areas, facilities, amenities, roads, parks, lake-related areas, and Association-owned property.
• Administer and maintain HR functions, including onboarding, employee records, benefits administration, leave administration, workers’ compensation, unemployment, job postings, employee documentation, and policy updates.
• Process, review, and/or coordinate bi-weekly payroll, timekeeping, wage changes, benefit deductions, payroll reports, and related employee records.
• Assist with annual budget preparation, reserve project tracking, insurance claims, vendor certificates of insurance, purchasing documentation, and risk management follow-up.
• Respond professionally to resident/member concerns, coordinate follow-up with the appropriate department, and support clear community communication.
• Assist with communications such as newsletter articles, eblasts, website/app updates, letters, meeting notices, and other resident-facing information.
• Support the coordinated operation of Candlewick Lake’s recreational amenities, including the lake, docks, parks, pool, recreation center, golf clubhouse, golf course, gates, roads, common areas, and facilities.
• Maintain accurate records, reports, SOPs, checklists, files, and confidential administrative documentation.

Schedule and Work Environment:

This is a full-time, salaried exempt position with a minimum of 40 hours per week expected. Additional hours required for meetings, community events, emergency situations, seasonal operations, or operational coverage.

Work is primarily performed in a professional office environment, with occasional outdoor exposure while conducting inspections, attending events, responding to operational issues, or visiting Association facilities and amenities. Evening Board or Commission meetings, budget meetings, resident meetings, weekend events, and emergency response may be required.

About the Association
This is a private, recreation-oriented residential community in northern Illinois consisting of 2,300+ single family homes/lots. The Association supports and maintains a wide range of community amenities, including a 200 acre lake, parks, outdoor pool, large recreation center, golf course and clubhouse, gates, private roads, common areas, and facilities.

Requirements

Preferred qualifications include:

• Bachelor’s degree in business administration, public administration, human resources, community association management, hospitality/recreation management, or a related field; equivalent education, training, and experience acceptable.
• At least five years of progressively responsible experience in administration, operations, HR/payroll, project coordination, or community association management.
• At least three years of supervisory or department leadership experience.
• Experience working with volunteers boards, committees/commissions, residents/members, vendors, and contractors.
• Experience in an HOA, POA, recreational lake community, municipality, park district, club, resort, or similar amenity-based community is strongly preferred.
• Valid driver’s license.
• CMCA, AMS, SHRM, HR, payroll, project management, or related professional certification preferred.
• Illinois Community Association Manager license, or ability to obtain within three years of hire.

The successful candidate should demonstrate:

• Strong written and verbal communication skills.
• Ability to read, interpret, and apply policies, procedures, contracts, governing documents, financial reports, and employment-related information.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential personnel, payroll, financial, legal, resident, and Association business information with discretion.
• Strong customer service and de-escalation skills.
• Ability to manage multiple priorities, deadlines, meetings, and follow-up items.
• Professional judgment, accountability, and a calm approach to sensitive or difficult situations.
• Proficiency with Microsoft Office, email, payroll systems such as ADP, database/CRM systems such as Northstar, document management systems, and related office technology.
• A professional appearance and demeanor appropriate for an administrative leadership role.