Governance Administrator

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🕒 May 19

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Capital Vacations

WebsiteLinkedInAll Job Openings

501 - 1000 employees

Founded 1978

🏠 Real Estate

👥 B2C

🏪 Marketplace

Real Estate • B2C • Marketplace

Capital Vacations is a vacation ownership and resort management company that operates and manages more than 200 timeshare and resort destinations across the U. S. , Mexico, and the Caribbean. It runs the Capital Vacations Club (offering access to 90+ club resorts and thousands of exchange properties), provides full-service timeshare resort management for independent owners and associations, and offers travel booking platforms and exchange services (Vacation Escapes, Trading Places International, Destinality) to help members book resorts, hotels, cruises, and other travel services. The company focuses on hospitality, timeshare ownership sales and management, and enabling travel experiences for members and guests.

📋 Description

• 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/GMs 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 homeowners 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/RDOs. • Maintain policies and procedures related to Administrative duties based on the needs of individual homeowners 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 owners 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/RDOs 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 owners 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/GMs, 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

🎯 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 skills, both written and oral • Ability to Travel

🏖️ Benefits

• Competitive Salary • Paid time off • Career growth • Medical / Dental / Vision insurance • 401k • Enthusiastic team environment • Travel Perks to all our Resort locations