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The HOA Secretary's Guide: Roles, Responsibilities & Best Practices

Discover the key to seamless HOA governance and administration. This guide delves into the role, responsibilities, challenges, and best practices for the HOA Secretary. Essential reading for those aspiring to be, newly appointed, or currently serving as an HOA Secretary.

6 months ago   •   11 min read

In our previous article, The HOA President's Guide: Roles, Responsibilities & Best Practices , we highlighted the critical role of the HOA President in maintaining a thriving community. Yet another vital role is that of the Secretary, the community's primary record keeper and information coordinator. The Secretary ensures that essential documents are meticulously maintained and facilitates effective communication between the board and homeowners. This role serves as a foundation to the association's proper functioning, providing transparent, accessible, and legally compliant records. From meeting minutes to key resolutions, the Secretary's work lays the groundwork for accountability and continuity, benefiting current and future community members.

This guide is a resource for current and aspiring HOA Secretaries. It is designed to outline the key roles, responsibilities, and best practices associated with this vital position. Whether you are newly elected or an experienced Secretary looking to enhance your effectiveness, this guide will provide valuable insights and actionable strategies.

• The Secretary serves as the chief record keeper of the HOA, responsible for managing all essential documents, including meeting minutes, correspondence, and governing documents. The role involves ensuring legal compliance, supporting board communications, and coordinating meetings.
• The Secretary is crucial in fostering transparency and trust within the community by maintaining accurate and accessible records. Timely responses to information requests also help in this regard.
• Various organizational tools and software solutions can streamline secretarial duties, making the role more effective and efficient.

The Role of an HOA Secretary

The role of the HOA Secretary is primarily administrative. An efficient and organized Secretary is critical to a well-functioning community with strong, effective governance. The heartbeat of any homeowners association is its board meetings, where decisions are made, policies are shaped, and community matters are discussed. As the Secretary, your role is central to these gatherings, ensuring that they are planned, documented, and stored in an efficient and accessible manner. The success of a meeting hinges on a well-prepared agenda.

Taking accurate and concise minutes is a crucial responsibility, requiring attention to detail. It's about capturing the essence of the discussions, decisions, and action items without omitting vital information. Utilizing technology designed for efficiency can streamline this process, allowing you to focus on the meeting itself without becoming bogged down in manual note-taking.

Post-meeting, the secure storage and easy retrieval of meeting records become paramount. Leveraging secure cloud-based storage solutions guarantees accessibility by homeowners. Organizing and maintaining these records digitally ensures transparency, compliance, and a lasting record of your association's evolution and governance.

The role of the Secretary in board meetings is multifaceted and requires a blend of organization, efficiency, and technological know-how. By leveraging the right tools and features, the HOA Secretary can elevate their management of board meetings, transforming them from mere administrative tasks to strategic functions that strengthen community governance.

Overview of Secretary's Responsibilities

The HOA Secretary's main responsibilities are organized into four key areas:

• Documentation and Record Keeping : Maintaining accurate and up-to-date records of all meetings, resolutions, amendments, and other vital documents, including safeguarding confidentiality where necessary and ensuring accessibility when required.
• Meeting Coordination : Assisting in the planning and notification of board and community meetings, including agendas, location, time, and any required materials.
• Communication Facilitation : Acting as a liaison between the board, community members, and external entities, ensuring that information is conveyed clearly and promptly.
• Compliance Management : Understanding and helping the board adhere to local, state, and federal laws, as well as the community's governing documents.
• Collaboration with Other Board Members : Working closely with other board members to streamline operations, such as coordinating with the Treasurer on financial documentation or collaborating with the President to set the agenda for the next regular meeting.

By delving into these responsibilities, it becomes clear that the role of an HOA Secretary is not just administrative but plays a vital role in governance, communication, and legal compliance. Their work serves as the backbone of the community, enabling the board to function effectively and the community to thrive.

The Responsibilities of an HOA Secretary

The Secretary's responsibilities encompass all HOA documentation, communication with board members and residents, and legal paperwork. These responsibilities include:

Documentation and Record-Keeping for Historical Preservation

Meeting coordination, communication facilitation, compliance management, collaboration with others, roles and responsibilities of an hoa secretary in a self-managed community.

In a self-managed HOA, the role of the Secretary takes on distinct characteristics that distinguish it from one that is managed by an HOA management company. Here are the top ways the responsibilities differ:

• Informal Communication Channels: In a smaller, self-managed HOA, communication might be more casual and facilitated through group text messages, social media, or informal meetings. Casual, more frequent communication channels can foster a closer-knit community and make the Secretary's role less formal, focusing more on maintaining open lines of communication rather than managing complex communication structures.
• Community Engagement: With the closer connection between board members and residents, the Secretary's role in fostering community relationships is even more pronounced. Community engagement might include organizing casual community gatherings or directly engaging with residents to ensure their voices are heard.
• Increased Decision-Making Authority: As part of a self-managed structure, the Secretary often has more direct influence over community matters, reflecting strong leadership and a comprehensive understanding of the community's values and goals.
• Faster, Less Bureaucratic Decision-Making : In a self-managed HOA, the Secretary can often act more swiftly and with less red tape due to the reduced layers of governance and bureaucracy. Decisions can be made quickly in direct consultation with other board members, speeding up processes like conflict resolution or implementing community improvements. This efficiency enhances the community's ability to adapt and evolve.

Challenges of the Secretary's Role

Several common challenges and pitfalls might hinder the optimal performance of the Secretary's duties. These challenges include:

• Time Management and Workload: Managing the responsibilities of a Secretary can be time-consuming and requires meticulous attention to detail. Balancing the workload without feeling overwhelmed is a common challenge.
• Compliance with Legal Requirements: Ensuring all documents, correspondences, and meetings comply with legal requirements is complex. Lack of compliance can lead to serious legal repercussions.
• Technological Constraints: Leveraging technology to streamline functions is vital, but technological constraints or resistance to change can hinder efficiency.
• Communication Barriers: Ensuring clear and effective communication with board members and homeowners is crucial. Miscommunication or lack of transparency can lead to mistrust and dissatisfaction within the community.

Challenges of Using a Property Management Company as an HOA Secretary

Working with a property management company to outsource the HOA Secretary's duties can provide some benefits, but it also comes with many challenges. While it may free up time and resources for the board, it can also lead to unforeseen issues that need careful consideration and planning:

• Loss of Control: Documents and essential information may no longer be directly in the control of the HOA , leading to potential accessibility and management issues.
• Exorbitant Charges for Documents: Property management companies may charge fees for accessing or obtaining necessary documents , adding to the expenses of the HOA.
• Potential Conflicts of Interest: A property management company might have other clients, vendors, or interests that could conflict with the best interests of the HOA , leading to biased decisions or actions.
• Differing or Conflicting Priorities : A property management company might have different goals or business objectives that don't align with the community's best interests
• Delayed Responses : Slower communication with a third-party entity may lead to delays in decision-making or problem resolution.
• Less Community Engagement: The management company might have a different vested interest in fostering community relationships, leading to less engagement with residents.
• Inconsistency in Policies and Practices: A third-party company may not be as intimately familiar with the specific bylaws and culture of the community, leading to inconsistencies in policy enforcement and practices.
• Lack of Transparency : Ambiguity in financial reporting and procedures can hinder trust and accountability.
• Lack of Technology: If the management company does not use or provide access to modern HOA management software, it will lead to inefficiencies and frustrations.

Engaging a property management company to handle the Secretary's responsibilities can present challenges that require careful consideration and management. Understanding and developing strategies to address these potential issues can ensure the relationship is productive and aligns with the community's objectives.

Best Practices for the HOA Secretary

Adherence to certain best practices is essential to succeed in this demanding role. These practices serve as a roadmap for fulfilling the duties of an HOA Secretary effectively and with integrity, building a community that thrives on trust, efficiency, and inclusiveness.

How reTHINK HOA Software Supports the Role of the Secretary

The responsibilities of an HOA Secretary are vast and integral to the community's success. Recognizing these unique demands, reTHINK HOA has crafted tailored software solutions designed specifically to enhance the role of the Secretary. All features have been developed with built-in compliance in mind. From maximizing efficiency and collaboration to ensuring strict compliance, here's how reTHINK HOA transforms the Secretary's responsibilities into a seamless experience.

Homeowner Management

Event planning and automated notifications, document sharing and management.

The role of an HOA Secretary is complex, requiring organization and community interaction. reTHINK HOA software empowers the Secretary with features and tools designed to simplify these responsibilities, enabling a more effective, transparent, and engaged approach to community management. By leveraging reTHINK HOA, HOA Secretaries can confidently manage the administrative tasks for their communities, backed by a platform that aligns with their goals and the best interests of their communities.

Final Thoughts

The Secretary's role within a homeowners association is multifaceted, demanding, and vital for the community's well-being. The responsibilities are extensive, from organizing and managing board meetings to maintaining documentation, ensuring legal compliance, fostering communication, and collaborating with other board members. With the right tools, strategies, and mindset, the Secretary's role transforms from an administrative function into a strategic powerhouse that nurtures community growth, cohesion, and success. The insights and guidance shared in this guide equip HOA Secretaries with the resources, perspectives, and actionable steps to excel in their role. By embracing the complexities and opportunities of being the Secretary, you can contribute significantly to a transparent, efficient, and caring community, exemplifying the best homeowners associations can be.

Bonus Content for Members: Secretary's Checklist

Take advantage of our exclusive bonus content ! We're providing a Secretary's Checklist that brings all these responsibilities, best practices, and efficiency tips into one easy-to-follow guide. This indispensable resource is perfect for new and seasoned HOA Secretaries looking to elevate their community management skills. Whether you're drafting your first agenda or setting up a document-sharing system, this checklist is your roadmap to success.

Sign-in or Subscribe to download your free Secretary's Checklist and take your HOA governance to the next level!

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5 Key HOA Secretary Duties & How To Carry Them Out Efficiently

• August 22, 2023
• Yasmine Yohannes
• Category: HOA Management
• 6 minutes read

You might live in an HOA and you aren’t really sure what the HOA Secretary duties are. Or, you have just joined the board and would like to understand this role better. 

Whatever the reason that brings you here, this blog post will provide you with all the information you need. 

An HOA Secretary plays a crucial role in the administration of the community. So, it is important to acknowledge their responsibilities and learn new ways to make processes easier, quicker, and more compliant.

Read on to discover these simple yet effective tips.

What’s an HOA Secretary?

An HOA secretary takes care of the administrative aspect of managing an HOA. Their responsibility is to keep and organize records, fill out forms, update the HOA membership list, prepare the agenda for HOA meetings and take minutes.

Board Member Roles & Elections

Homeowners in a community elect new board members regularly. Usually, every year. Each one of the board members has a specific role. Even if it can vary from one association to another the most common roles are:

• HOA president
• HOA vice-president
• HOA treasurer
• HOA Secretary 

Some HOAs also have committees. Those are groups of board members who are in charge of specific aspects of the community. 

Here are some examples: 

• Landscaping committee
• Tech committee
• Farm committee 
• Maintenance committee
• Events committee

The 5 key HOA secretary duties and best practices

1. storing records.

The main duty of an HOA secretary is to be the association’s recordkeeper. This means you need to organize all types of documents properly. This can seem like a straightforward task. However, this is often the main issue in homeowners associations (HOAs). When no proper processes are in place, organizing and tidying records can quickly become a nightmare. 

As an HOA secretary, your responsibility is to make sure that there is an efficient process in place. One that future HOA secretaries can replicate easily. An easy-to-use procedure helps board members transition without too much hassle and confusion. 

Problems start to arise when homeowners can’t simply locate files and important information. 

Best practice: HOA document management system

Storing your HOA documents online is the ideal way to ensure all your copies are safe and easy to access.

If you haven’t done so already, now is the time to start scanning your old records and classifying them electronically and physically. 

This is the perfect opportunity to establish how you want to sort your files. For example: by date, name, importance, topic, or even by project. 

2. Filling out forms, handling signatures and contracts

The HOA board of directors sometimes needs to fill in government forms such as taxes declarations, for example. This is one of the many HOA secretary duties. Board members, especially the HOA president often sign documents and contracts. As an HOA secretary, you may also be asked to act as a witness when these signatures happen. You may also need to co-sign sometimes. 

Best practice: Put a process in place to track forms and contracts

With so many forms and contracts to supervise you can easily get overwhelmed and miss a deadline or even worse lose a document. The best way to remediate it is by tracking properly every form you need to fill and every document that requires a signature. You can easily do so by creating an excel spreadsheet where you add the following:

• Name of the file
• Status (pending, filled, signed, sent)

3. Managing the HOA membership list

An HOA secretary is in charge of maintaining and updating the HOA membership list. This is especially important in a self-managed HOA, where you don’t have a manager to help. This means you have access to homeowners’ private information such as home address, phone number, or even email addresses. You must keep this list safe from outsiders as it contains confidential information. You should also check your governing documents and state laws. Some HOA allows members to have access to the membership list while others don’t. 

Beyond keeping it safe, your role is also to keep it up-to-date. For that to happen, you need to remind residents to inform you of any potential change in their data. 

Best practice: Be compliant and use safe technologies 

When dealing with private data, the most important thing is to act compliantly. Read your governing documents, check your state laws, or even ask for advice from an attorney specializing in HOAs. It is always better to be safe than sorry. 

Having an online directory system can also be useful. Some solutions allow residents to log in and change their personal information. This makes the HOA secretary’s job easier. It also ensures that the information is always up to date. Board members can easily print these lists. They can also find residents’ information quickly and contact them without wasting much of their time.

4. Keeping residents informed

As you may know, an HOA is run democratically. This means that all members have the right to vote. To participate in important decisions, residents must be informed about what is happening in their community. The role of an HOA secretary is to make sure that all residents are aware of :

• Rules and regulations 
• HOA meetings 
• Upcoming events 
• Safety information (example: natural disasters preparedness)
• Any relevant change in the HOA 

Unfortunately, communication is still a big issue in community associations. According to a recent survey we conducted, 90% of respondents agreed to have communication issues in their communities.

Best practice: Send regular HOA newsletters

An HOA newsletter is the best tool to inform residents. It is also a great way to foster engagement between homeowners. Some residents may find them boring or outdated. Especially, the younger generation. However, there are many ways you can create an informative and creative HOA newsletter .

Another way to guarantee all residents are up to date is to send messages through several HOA communication tools. Let’s say you need to inform everyone about maintenance activities happening next week. You can send the same message by email, text message, and smart call. 

5. Prepare HOA Meetings

Another HOA secretary’s duty is to prepare HOA meetings . Homeowners in community associations gather several times during the year to discuss topics such as maintenance, HOA fees, and violations.

As an HOA secretary, your role is to notify residents so they are aware of the meetings’ dates and location. You also have to prepare the agenda and send it to the whole community. That way, everyone is aware of the topics that the board and residents will address.

During the meeting, it is your responsibility to write the minutes. After the meetings, you need to sign the document to make them valid. Then, you can send it to all members so everyone has a record of what was said at the meeting.

Best Practice: Check your governing documents and use meeting templates

The responsibility of an HOA secretary regarding HOA meetings can vary from one association to another. This is why it is important to check state laws and follow your governing documents. By applying the rules cited in your governing documents, you will make sure that you are doing it the right way. 

Another great way to simplify the process is to use a document template for the minutes and agenda. This way you don’t have to create it from scratch each time there is a new meeting. This will save you time but will also make your communication more consistent. 

Final points

As you could see, there are many ways to make HOA secretary duties less complicated. By applying small changes to your daily processes you can make any task easier to tackle. 

Click on the image below and learn how to use different HOA communication tools to keep residents informed at all times. 

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How to List Secretary Skills on Your Resume: Best Skills and Examples

Secretary Skills on a Resume | Best Skills & Examples | Resume.com

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Why is it important to list your secretary skills on a resume?

• How to list secretary skills on your resume
• Example of secretary skills to include

Additional sections to include on your resume

Adding the secretary skills you’ve learned on your resume can increase your chances of interviewing for a new administrative role or a promotion in your current organization. A secretary, administrative assistant, or clerk should have a skill set that supports a company’s management team by carrying out tasks such as filing records and scheduling appointments. Learn more about the secretary skills you should add to your resume to become a viable candidate.

Some employers want to see secretary skills on your resume so they can determine if your skills apply to the open position. Overall, listing a full overview of your secretary skills explains how you can bring value to an organization and its employees. With a strong skills section, your resume is more likely to attract employers’ attention and earn you an interview.

How to list secretary skills on your resume

Follow these steps to list your skills on your resume.

1. Firstly, review the job description

Make sure to review the job posting to gain an understanding of which specific skills the employer is looking for so you know which to list in your resume. For instance, if the posting emphasizes technical skills, you’ll want to include things like familiarity with spreadsheet software. Reviewing the job posting closely will also give you an idea if the job will be a good fit based on the skills you currently have.

2. Secondly, write a list of skills you’ve obtained

Write a list of the skills you’ve acquired if you know the job is the right one to apply for. Writing down these skills will improve your confidence and help you brainstorm the best ways to list them on your resume. Incorporate your skills and accomplishments on your resume to enhance the prospect of getting an interview.

3. Third, separate the list into hard and soft skills

Writing separate lists of your hard and soft skills helps you break down which types of skills you’ve learned during your career. The combination of your technical abilities and your personality traits demonstrate the level of growth you can achieve in this role.

4. Lastly, include these skills in the work experience section of your resume

Combining your accomplishments and skills expands on the value you’ve provided for multiple organizations. For example, if you have leadership skills, state that you were responsible for taking minutes during meetings. You can also say you took minutes during three weekly meetings if you know the number of times that you performed this task. The employer may notice that you took action to improve the organization while developing skills to help you in future roles.

Best secretary skills to add to a resume

Here are the best secretary skills to include on a resume.

Communication skills

Communication skills are crucial for maintaining an efficient and productive work environment. When you’re in a secretary position, you’ll need to take calls, send emails and help executives prepare presentations.

Examples of communication skills:

Public speaking, group meetings, friendliness, and confidence

Interpersonal skills

Interpersonal skills help you navigate social interactions and understand workplace situations. You’ll need these skills to work with multiple people at all levels of the organization.

Examples of interpersonal skills:

Active listening, loyal, collaborative, and inspired

Time management skills

Time management skills focus on how well you complete projects within a given period. Secretaries have deadlines they must meet to complete administrative tasks to serve the needs of managers and executives in the organization.

Examples of time management skills:

Task allocation, prioritizing tasks, organizing emails, and meeting deadlines

Problem-solving skills

Problem-solving skills allow you to make decisions without the approval of a manager. Your ability to fix problems shows how you can follow the company’s policies and procedures while meeting the goals set forth by the leadership team.

Examples of problem-solving skills:

Crisis management, creativity, dependability, and decision-making

Organization skills

Problem-solving skills display how you work when presented with large amounts of information from meetings, emails, databases, and more. The way you organize information reveals how quickly you can complete the tasks and the quality of work you show to your manager.

Examples of organization skills:

Critical-thinking, detail-oriented, planning skills

Technical skills

Technical skills convey your ability to use a computer and smartphone devices to complete administrative tasks. The technical skills you list on your resume show if you have the proper knowledge of platforms related to this position. An employer might see technical skills you’ve learned from previous positions as transferable to an open secretary position.

Examples of technical skills:

Software applications, technical writing, common operating systems, and project management

Here are some common sections to include on your resume.

Summary or objective

Use the summary or objective to highlight the years of experience you’ve had in a specific industry. Add an accomplishment that complements your work experience. State your goals for upcoming employment so the company is clear about what you’re looking for in your next job. This approach links your experience and your achievements while noting the best way you can increase an organization’s performance.

Educational background

Include where you received your degree from and the GPA you earned in this section. If you only have a high school diploma, then you should list that on your resume. Otherwise, only include collegiate degrees. Usually, secretary jobs require some post-secondary education, so be sure to list an associate or bachelor’s degree if you received one.

Work experience

If you’re early in your career, list your experience with student organizations or volunteer positions. Highlight your experience in healthcare or law if you’re interested in working in these industries. List each experience in reverse chronological order, starting with the most recent company. Adding bullet points help you communicate your best accomplishments. The top bullet point includes the most important information about your experience. Keeping your resume to one page will ensure you include only the most relevant work experience, which can make your qualifications clearer to hiring managers and earn you an interview.

The skills section consists of what you’ve learned during your time with each employer. Hard skills relate to the technical training that you’ve received throughout your career. Your soft skills highlight personal traits that summarize the approach you take to complete your work and collaborate with your colleagues.

If you need help writing a resume, use our data-backed resume builder .

HOA 101: Understanding the Role of the Board Secretary

A homeowners' association (HOA) must have a board of directors authorized to act on a community's behalf, create and enforce guidelines, and maintain shared spaces. Generally, the board has four officer positions: president, vice president, secretary, and treasurer. Each officer has specific duties and responsibilities related to the operation of the association. Read on to learn more about the role of the HOA secretary.

What does the HOA secretary do?

While specific tasks vary by governing documents and community, the following are some of the most common duties of an HOA secretary.

1. Record Management & Maintenance

Secretaries are the custodians for most of the association's official documents, including minutes, voting records, and membership lists. He or she must securely store, maintain, and organize all records and ensure they're accessible to the appropriate members and authorized representatives. 

2. Agenda Development

Often, secretaries will work closely with the board president to develop the meeting agenda . Agendas should be created and distributed well in advance of the meeting and are essential to keeping the board on track and productive.

3. Meeting Correspondence

The secretary should provide adequate notice of meetings in compliance with governing documents and state requirements. Typically, the secretary will present Proof of Notice to confirm members received proper notification and information, including meeting purpose, date, time, and place.

4. Meeting Minutes

Taking meeting minutes is an essential duty of the secretary. HOA  meeting minutes  are an official record of the actions taken by board members at a board meeting. Meeting minutes should be brief, objective, and reflect the actions taken at a meeting—not a complete transcript of what was said and opinions that got expressed. If the board secretary isn’t taking minutes, he or she must appoint a recorder or assistant secretary to do so. 

5. Document Validation

The secretary may also serve as the witness when official documents need signatures, or validate association documents when necessary. For example, after approval, the secretary must sign the meeting minutes to make them official.

6. Form Filing

Because HOAs are corporations, specific forms must get filed with state agencies. Secretaries may be responsible for ensuring annual filings and other required paperwork meet all legal requirements set forth by the state.

Why is the HOA secretary important?

The HOA secretary is responsible for keeping the official records of the board and association. But it’s much more than just clerical work. Community records are extremely valuable, and the person in charge of them holds critical information in their hands. If your association doesn’t have the right secretary on board, it can lead to legal problems, financial risks, confusion, and more.

What makes a good board secretary?

The role of an HOA secretary shouldn’t get taken lightly, and finding the correct person for the job can be tough. To ensure the success of your board—and community—you should look for someone who obtains the following qualities to serve as the secretary:

• Well-organized
• Responsible
• Communicative

Understanding Other Board Roles

Each officer plays a vital role in the operation of the association, and understanding each key player is essential to the success of the community. To learn more about the HOA board president, read our previous post, “ HOA 101: Understanding the Role of the Board President .”  

HOA Manager Resume Example & Writing Guide

Use this HOA Manager resume example and guide to improve your career and write a powerful resume that will separate you from the competition.

Homeowners associations are typically made up of several different types of property owners who share common interests and responsibilities. If you’re looking for a job where you can help people solve problems and make their lives easier, consider becoming a homeowners association manager.

Here are some tips for writing a stellar HOA manager resume plus an example for reference.

Seasoned homeowner’s association manager with more than 10 years of experience in the industry. Proven track record of successfully managing and overseeing all aspects of HOAs, from budgeting and accounting to community relations and maintenance. Seeking a challenging position that will allow me to use my skills and experience to make a positive impact on residents’ lives.

• Managed a team of 3-4 HOA managers to ensure that all tasks were completed in a timely manner and within budget.
• Oversaw the maintenance, repair, and replacement of common area property including but not limited to landscaping, fencing, roofs, windows, doors etc…
• Coordinated with vendors for bids on projects as well as scheduling work when needed.
• Maintained financial records related to budgets and invoicing for each association under management.
• Developed marketing plans for each community based on current market conditions and implemented those strategies through various channels such as social media, direct mail campaigns etc..
• Implemented a new system for tracking maintenance requests that reduced the average turnaround time from 3 days to 1 day
• Created an online forum where residents could post pictures and ask questions about HOA-related issues
• Managed all aspects of property management, including budgeting, accounting, insurance and vendor relations
• Regularly updated the community’s website with news and information about upcoming events
• Collaborated with vendors on landscaping projects, resulting in cost savings of up to 20% per project
• Managed the daily operations of a community association, including overseeing staff, handling finances, and resolving member concerns.
• Developed and implemented long-term plans for the association, including budgeting, capital improvements, and strategic initiatives.
• Coordinated with board members to develop policies and procedures that governed the association and ensured compliance with applicable laws.
• Certified Manager of Community Associations (CMCA)
• Certified Association Management Professional (CAMP)
• Professional Community Association Manager (PCAM)

Industry Knowledge: HOA Rules, Laws, and Restrictions, HOA Budgeting, HOA Home-owner Meetings Technical Skills: Microsoft Office Suite, Google Drive, Survey Monkey, Mail Chimp, WordPress, Google Forms Soft Skills: Written and Verbal Communication, Teamwork, Time Management, Problem Solving, Leadership

How to Write an HOA Manager Resume

Here’s how to write an resume of your own.

Write Compelling Bullet Points

Bullet points are the most effective way to showcase your experience and qualifications. But rather than simply listing your responsibilities, you can make your bullet points much more interesting and compelling by using specific numbers and metrics.

For example, rather than saying you “managed HOA finances,” you could say that you “reduced annual operating budget by 10% while increasing community member satisfaction by 15%.”

The second bullet point is much more interesting and provides a lot more detail about what exactly you did and the results of your work.

Identify and Include Relevant Keywords

When you submit an application for a home owner association (HOA) manager role, your resume goes through an applicant tracking system (ATS). This system looks for certain keywords related to the job in order to determine whether you are a good fit. If your resume doesn’t have enough of the right terms, your application might not make it past the initial screening process.

One way to make sure your resume includes the right keywords is to read through a few job postings and take note of the terms that are used repeatedly. Then, work those words into your resume where they are most relevant. Here are some examples:

• Community Association Management
• Community Outreach
• Nonprofit Organizations
• Social Media
• Event Planning
• Program Development
• Public Speaking
• Customer Service
• Time Management
• Team Leadership
• Fundraising
• Volunteer Management
• Strategic Planning
• Social Media Marketing
• Customer Relationship Management (CRM)
• Contract Negotiation
• Communication
• Property Management
• Real Estate
• Contract Management
• Negotiation
• Research Analysis
• Administration
• Strategic Communications

Showcase Your Technical Skills

As an HOA manager, you will need to be proficient in a variety of software programs in order to effectively manage your properties. These programs may include property management software, accounting software, and customer relationship management (CRM) software. Additionally, you should be familiar with common office productivity software, such as Microsoft Office Suite and Google Suite.

Director Of Infrastructure Resume Example & Writing Guide

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Real Estate Secretary Resume Samples

The guide to resume tailoring.

Guide the recruiter to the conclusion that you are the best candidate for the real estate secretary job. It’s actually very simple. Tailor your resume by picking relevant responsibilities from the examples below and then add your accomplishments. This way, you can position yourself in the best way to get hired.

Craft your perfect resume by picking job responsibilities written by professional recruiters

Pick from the thousands of curated job responsibilities used by the leading companies, tailor your resume & cover letter with wording that best fits for each job you apply.

Create a Resume in Minutes with Professional Resume Templates

• Prepare for meetings, including large presentations/video conferences with multiple sites
• Perform the role of a proactive partner and collaborator to the SVP
• Provide additional office support such as faxing, photocopying, scanning and tracking documents, data entry, word processing, ordering supplies, and processing purchase orders and approval processes
• Manage the planning, coordination, and execution of business travel, including trip logistics and itinerary, meeting coordination, and remote support of executives who are out of the office
• Create presentations using PowerPoint, Microsoft word and other basic desktop software
• Pull reports and maintain databases
• Coordinate on-sight and off-site SVP led events
• Ensuring documents returned to the lawyers accurately reflect original request before returning work
• Ensure the names of clients are known and the job holder is established as the point of contact in lawyer's absence and on a day to day basis
• Arrange internal and external meetings, liaising with reception
• Keep the lawyer's diary up to date using Outlook
• Provide comprehensive and timely word processing service for the creation, amendment of documents using Word, Excel, DeltaView, BigHand and other Microsoft Packages
• Support the billing process
• Prepare, collate and index legal documents
• Act as first point of contact for the office of the SVP
• Answer all phone calls in a professional and responsive manner and relay messages accurately and efficiently
• Manage a fast-paced, wide-ranging desk
• Interact with senior executives and outside companies
• Proactively manage flow of information in and out of the office and well as prioritize open projects and requests
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices, creating presentation material, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Prepare expense reports in SAP and ensure they are submitted in a timely manner
• Good judgment and decision-making ability
• Strong attention to detail
• Extensive knowledge of relevant real estate jargon, processes and procedures
• Proficient in Microsoft Office, including PowerPoint and Excel
• Solid team player
• Ability to work both independently and as part of a team
• Excellent interpersonal and organizational skills
• Ability to manage multiple priorities in a fast-paced office
• Self-starter
• 5+ years of experience as a Real Estate/Finance secretary in a law firm environment

1 Real Estate Secretary resume templates

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• High school diploma and eight years’ experience in an office stetting required (three years Kohler experience preferred)
• Strong verbal, written, and communication skills is required
• Strong Microsoft Office skills is required
• A high level of professionalism including the ability to maintain confidential information and the ability to coordinate and manage a large amount of date in an orderly and accurate fashion are essential to the role
• The ability to multi-task heavily in an extremely busy office environment along with the ability to manage a very diverse workload

Commercial Real Estate / Finance Secretary Resume Examples & Samples

• Associate's Degree

Real Estate / Finance Secretary Resume Examples & Samples

• 5+ years of experience as a Real Estate / Finance Secretary in a Law firm environment
• Associate's Degree in a related field
• Extensive knowledge of relevant Real Estate jargon, processes and procedures
• Microsoft Office/Suite proficient (Excel, Office, PowerPoint, Word)
• Excellent communication skills (written and verbal)

Secretary, Corporate Real Estate Resume Examples & Samples

• Assist with special projects as needed
• Support preparation of monthly and quarterly reports entailing heavy word processing and strong organizational skills
• Interface with various Disney departments and external organizations
• Prepare responses to correspondence containing routine inquiries
• Adept in communicating (written and verbal) with Executive and Senior Executives
• Minimum of 5 - 7 years providing executive level administrative support
• Prefer 5+ years providing executive level administrative support in large organizations
• Experience at The Walt Disney Company a plus
• Have proven organizational skills and the ability to prioritize
• Display a high level of tact, independence, people skills and the ability to maintain confidence under stress
• Anticipate needs and requirements, and have strong follow through skills
• Have the ability to problem solve and use good judgment in making sound decisions quickly
• Strong working knowledge of Microsoft Office, specifically Word, Excel and PowerPoint. Knowledge of SAP helpful
• Able to juggle multiple assignments comfortably often under tight timeframes and remain calm
• Adapts easily to a constantly changing environment
• Can comfortably work with all levels of management and staff
• Polished, poised, senior level Executive Assistant with a minimum of 5 years of experience supporting senior executives within large, corporate environment
• Must be able to expertly draft and transcribe correspondence
• Meticulous attentive to detail, organized, approachable, and assertive
• Ability to work overtime without prior notice; flexible work hours as needed; willingness to serve in an “on-call’ capacity
• Self-motivated with a strong work ethic, dedicated to quality, quantity, and timeliness of results
• 100% reliable in tracking, communicating, and completing all assignments timely and efficiently
• Ability to handle highly discrete, confidential, and sensitive information

Commercial Real Estate Secretary Resume Examples & Samples

• Ensure the names of clients are known and the job holder is established as the point of contact in lawyer's absence and on a day to day basis
• Keep the lawyer's diary up to date using Outlook
• Schedule forward meetings, appointments, diary notes

Related Job Titles

Secretary Resume Example

Impress any hiring manager with your detailed and professional secretary resume. Need help writing it? We've got a guide that will help.

Our resumes have been proven to work.

Beautiful resume templates to land your dream job

Regardless of what field you go in to, more likely than not, you are to encounter secretaries or administrative assistants. Secretaries and administrative assistants are individuals who perform routine clerical and administrative duties and do so in nearly every industry, including schools, hospitals, and government, legal, and medical offices. Now, to become a secretary , all you really need is the following:

• High school diploma
• Experience with computer software applications

Most secretaries, however, learn more things on the job, which would depend on the company they work with. According to the Occupational Outlook Handbook , secretary positions are currently at a 9% decline , but that doesn't mean there are not job opportunities out there. In fact, there are over 3,638,800 jobs in the United States alone. If you're a secretary looking to update your resume or apply to a new job, you've come to the right place. In this article, we're going to go over the 6 steps that will transform your resume and help you land any administrative assistant role. Here's what we will be covering:

• Formatting your resume
• Writing a resume summary
• Describing your work experience
• Listing your key skills
• Adding your known languages
• Including your education

1. Format your resume like a professional

There may not be tremendous competition for secretary positions right now, but it is still crucial to showcase your best self in your resume. It's the first thing hiring managers will see of you, and therefore, it is crucial to correctly format your resume . Be sure to include the following sections in your resume:

• Resume summary
• Contact information
• Work experience

Tip: If you speak multiple languages or have any relevant certifications, be sure to include these on your resume, too.

There are three ways to choose from to correctly format your resume:

• Reverse-chronological , which emphasizes your previous work experience
• Functional , which highlights your key skills
• Hybrid , which combines the previous formats

As a secretary , choosing the hybrid format will really help to showcase your experience and your skills, which may help you land the job.

Tip: Hiring managers may be receiving tons of resumes and applications for the job. Look over the job listing and implement some details and keywords listed on your resume to ensure it is seen.

Take a look at our guide on how to format your resume if you want to learn more.

2. Write an impressive resume summary

We live in a busy world. Oftentimes, resumes are only looked at for only 6-7 seconds . Therefore, providing hiring managers a resume summary shows them you appreciate their time. A resume summary is a 1-2 sentence blurb that summarizes the important stuff on your resume. It also makes your resume look more professional , which can help you land the job.

Tip: Sometimes, it's easier to write your resume summary after you have already written your resume. That way, you can choose what you want to include.

There are elements you should always incorporate into a resume summary, including:

• Years of experience
• Type of experience
• Achievements, if applicable
• Personal characteristics

Here's an example of what your resume summary can look like as a secretary: Friendly and professional secretary with 6+ years of experience working with small and large corporate companies. Skilled in project management and creating management systems known to boost efficiency by 35%.

Need more help writing a professional resume summary? Our guide on writing resume summaries has tons of examples.

3. Describe your work experience efficiently

You don't need a dozen bullet points detailing everything you've done on a job. Tip: 3-5 bullet points describing what you've done is a good amount. And before you get to describing what you do on the job, it's important to include the following information:

• Company name
• Time worked

Tip: When listing your work experience, it is important to go in reverse-chronological order. This shows hiring managers your most recent job experience and what you learned or mastered in that job. It's also important to highlight the specifics you did on the job and use good verbs .

Here are some job descriptions you can include in your resume under work experience:

• Composed and typed routine correspondence, memos, reports, etc.
• Arranged travel schedules, reservations, and other necessary accommodations for staff.
• Scheduled appointments for staff.
• Provided needed administrative support, which included clerical accounting duties, database maintenance, assisting in grant or contract proposals, etc.
• Filed, maintained records, copy, fax and performed other such clerical duties.
• Assisted with special projects as needed.
• Provided backup coverage for receptionist and other administrative staff in clerical tasks such as answering the phone, opening and distributing mail, etc.
• Ordered and maintain adequate office supplies.
• Managed petty cash fund.
• Researched, initiated, and composed responses to various inquiries from insureds, claimants, attorneys, and state or other regulatory agencies.
• Prepared records, charts, etc., as needed and for month-end reports.
• Transcribed dictation for attorneys.
• Arranged transportation and other reservations so as to ensure the best price and possible schedule to meet the traveling needs requested.
• Maintained files for attorneys.
• Handled assigned files and deliver legal services.
• Communicated effectively and efficiently over the phone with clients.
• Offered support for several attorneys.
• Transferred legal correspondence to clients.
• Conducted administrative tasks as necessary.
• Updated calendars and billing sheets and provided improvements when necessary
• Coordinated the resolution of files and assist attorneys in an efficient and effective manner
• Organized client interactions.

Tip: There are various kinds of secretary positions. From legal secretaries to administrative secretaries, be sure to include job descriptions for the one that applies to you and suits the job you are applying for.

Want more tips and tricks on how to write your work experience description? Check out our guide on describing your work experience .

4. Include your key skills

Key skills just may be what makes you a more suitable candidate for the position, and listing them on your resume shows hiring managers what you are capable of.

Tip: Listing impressive and relevant skills gives hiring managers more reasons to hire you because, based on your resume, they know you have the qualities they may be looking for.

Here are some examples of key skills you can include in your secretary resume:

• Business Communication
• Office Administration & Management
• Accuracy and Information Processing
• Bookkeeping
• Relationship Building
• Word Processing - 102WPM
• Adaptability

Tip: If you don't have additional space to include a languages section on your resume, include them in your key skills. This may help you get the job in places where the local language may be different.

Having trouble identifying your skills? We have a guide with 100+ key skills you can include in your resume.

5. Add your known languages

Sometimes, as a secretary, you're the face someone sees when they walk into your workplace, and sometimes, these individuals speak different languages. If you know multiple languages, adding a language section to your resume is sure to impress hiring managers and place you one step closer to landing the job. Here are some languages you can include on your resume if you know them:

Tip: Next to the languages you know on your resume, if you have space, add if you're fluent, intermediate or a beginner in the language to show hiring managers just how well you know the specific language.

Need more help writing the perfect resume ? We have a guide that can help you do just that.

6. Include your education on your resume

You may only need a high school diploma to be a secretary, but it's still important to include it on your resume. In fact, regardless of what you do, your education should always be included in your resume. When describing your education, always be sure to include the following:

• School name
• Years attended
• Degree, if applicable

Tip: Only include your GPA on your resume if it is above average .  

With that said, here is how you should be listing your education in your resume: John A. Ferguson Senior High School

2010 — 2014

High School Diploma

GPA: 3.6/4.0

Need more helping listing your education? We have a guide that will help you list your education in 2021 with examples and tips .

Key Takeaways

Now, you're one step closer to your goal of working as a secretary, and it all starts with hard work and an impressive resume. Here's a summary of everything we've covered:

• Format your resume like a professional
• Write an impressive resume summary
• Describe your work experience
• List your key skills
• Add your known languages
• Include your education

Best of luck!

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Have a Board Membership? Add It Here On Your Resume.

Having a board membership, or serving on a board of directors for an organization can be a very prestigious role — but does it belong on your resume?

2 years ago   •   6 min read

The answer, like with most things that aren’t directly work-related, is maybe. Here’s the lowdown on why to include board membership on your resume, when to leave it off, and how to craft worthwhile board membership accomplishments. And let's clear things up here — if your board membership is work-related, it should be on your resume (we'll show you how to add it into your resume too).

Short on time? Skip straight to:

• The benefits of listing board membership on a resume
• Where to put board membership on a resume
• A ready-made board of directors resume template

Examples of board member accomplishments

• What job title to use
• Frequently asked questions

How to add board membership to a resume

• Choose where on your resume to include it — we discuss the best options in more depth below.
• Make a short list of accomplishments from your time on the board. If you contributed to results in a meaningful way, include those, too.
• Think about the transferable skills you most want to emphasize (like leadership, teamwork, or communication) and expand those into bullet points.
• Add any technical skills, qualifications, or other volunteer experience you gained during your time on the board.
• Run your resume through an ATS resume checker for more tips and personalized recommendations.

Why you should include board membership on a resume

Sure, board membership sounds good, but what does it actually prove? Including board membership on your resume can:

Demonstrate expertise in your field

• Showcase leadership and other soft skills

Emphasize dedication to a cause

If you’re applying for high-level positions, board membership can be a great way of showcasing industry-specific expertise, highlighting executive job titles , and establishing your credibility. If you’re applying for positions on other boards, it’s also a good idea to show that you have actual experience with board membership.

Showcase soft skills

Every job wants people with great communication, teamwork, and leadership skills , but listing these in a cover letter or skills section is an instant red flag for hiring managers. Board membership requires all these skills and more, so use your bullet points to illustrate accomplishments where you used these skills .

I'd recommend uploading your resume to the tool below— it’ll tell you if you’ve shown the right soft skills that recruiters look for in corporate and volunteer board members.

If you’re applying for positions with charity or nonprofit organizations, having genuine investment in a specific cause or sector or the community can give you a huge head start. Like other volunteering roles, it also demonstrates positive attributes like compassion, drive, and willingness to get involved.

Where to include board membership on a resume

Board membership can belong in a few different sections of your resume, including:

• A community involvement section
• An additional information section
• Your work experience section
• A dedicated board membership section

Scroll down to learn more about each of these options, including when you should choose each one and examples of how to do it well.

In a community involvement section

When: If you were on the board of a charity or nonprofit organization.

How: Title the section ‘Volunteering or ‘Community Involvement’ and include it underneath your work experience section . List the name of the company, your role, and the dates you served. You can also list 1-2 significant accomplishments, especially if they’re relevant to the position you’re applying for.

Try to include hard skills and keywords that are relevant to the position you’re applying for. To find the right ones, search for the job you’re applying for and you'll get a list of relevant skills

In an additional information section

When: If the organization isn’t directly relevant to your current role or industry but you’d still like to include it.

How: Title the section ‘Other’ or ‘Additional Information .’ Create a subheading like ‘Volunteering’ or ‘Board Membership’ if you like, and briefly include the name of the organization and what you did.

In your work experience section

When: If you were heavily involved in your work with the board and you weren’t otherwise employed during this period.

How: List board membership like you would any other work experience, with the name of the organization, location, dates, your job title, and a handful of accomplishments in bullet points .

In a board membership section

When: If you’ve served on multiple boards, or if you’re crafting a resume specifically to apply for positions on other boards.

How: Create a section titled ‘Board Membership.’ In reverse chronological order, list the name of each organization, dates, and your title(s). Depending on how much other information is in your resume, you may want to include bullet point accomplishments for each position or even include this section at the top of your resume.

Board of directors resume template

Want to skip straight over the finer details so you can focus on the big picture? Why not start with a ready-made resume template like this one:

You can download this resume — and others — from our ATS resume templates page.

Corporate board membership

If you have a corporate board membership, you should probably include it on your resume.  Here's what that might look like on your resume:

Executive Corp Board Member, May 2017 — December 2020 - Collaborated with CEO and upper management to establish strategic goals to grow as a global company in the next 3 years . - Led shareholder communications by hosting quarterly Zoom meetings and coordinating monthly status reports - Orchestrated an organizational restructure, resulting in a reduction of labor costs of $200K. - Created a unique year-round adopt-a-school recruitment program which grew market share from 5% to 10%.

Nonprofit board membership

If you have a board seat as part of a nonprofit or organization, it could be a good idea to include it on your resume if you don't have enough work experience.

City Charity Org Board Member, November 2019 — Present - Directed the Annual Giving Fundraising Campaign. Total annual dollars raised grew from $200k to $350k. - Increased membership by 5%, serving 7,500 youth and 1,500 volunteers in 220 community-based programs. - Took weekly meeting minutes and ensured distribution to all stakeholders.

Board membership job titles

Not sure what job title to use? Here are some ideas:

• If you had a specific title — for example, President, Treasurer, or Secretary — use it. This is especially true of leadership positions, which look good on a resume no matter what job you're applying for next.
• If you didn't have a specific title, use a job title like 'Board member' or 'Volunteer.'

What is board membership?

A board of directors — also known as an advisory board, board of trustees, or executive board — is a committee elected to provide strategic guidance and high-level oversights to organizations. These can include charity or volunteer organizations, nonprofits, businesses, and government agencies.

Some boards meet regularly, while others may only hold meetings once or twice a year. The extent of board involvement in day to day functions depends on the specific organization, but is typically fairly low. Board membership can be paid or voluntary.

Do you need to give details about the organization?

That depends on how relevant it is to the job you’re currently applying for. If it’s highly relevant, you might want to mention it in a resume summary or cover letter, including details about your specific role. Otherwise, simply including the name of the organization and whether the board was profit or nonprofit is sufficient.

When shouldn’t you include board membership on a resume?

You should leave board membership off your resume if:

• It isn’t relevant to your current field or industry.
• You can demonstrate your skills with more relevant work experience
• You weren’t heavily involved in the board and didn’t have substantive participation
• Your resume is already overly long or detailed
• You’re applying for much lower-level positions and it could make you appear overqualified
• Your involvement could be contentious — for example, you sat on the board of a religious or political organization unrelated to your current role

Spread the word

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Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.