PT Activities Director

The Activities Director is responsible for planning, organizing, and executing a wide range of recreational, social, and educational programs designed to enhance community engagement and resident satisfaction. This role plays a key part in fostering a vibrant community environment by developing inclusive events and activities that reflect the diverse interests and demographics of the residents.

This position reports to the Property Manager and works closely with the Activities and Communications Committees and Board of Directors, to deliver high-quality programs, events, and communications aligned with the community’s vision and priorities.

Key Responsibilities

Community Programming & Lifestyle Strategy: Develop and execute a comprehensive, year-round lifestyle and activities calendar aligned with community goals. Design programs that appeal to a diverse demographic in collaboration with the Activities Committee, including social events, wellness programs, educational workshops, hobby groups, fitness classes and clubs.

Resident Engagement & Experience: Serve as a visible and approachable presence within the community. Foster a welcoming and inclusive environment that encourages resident involvement. Actively solicit resident feedback and incorporate input into programming decisions.

Event Planning & Execution: Design, plan and oversee a variety of events and activities such as social gatherings, fundraisers, recreational programs, and celebrations, from concept through execution. Coordinate logistics including venue setup, registration, staffing, and post-event follow-up. Ensure events are professionally executed and reflect positively on the community.

Vendor Management:  Collaborate with external vendors, service providers and community partners to secure services, supplies and sponsorships for events and activities. Ensure vendors meet insurance and compliance requirements.

Budget & Financial Oversight: Develop and manage the budget for community activities, ensuring efficient use of resources. Monitor expenses and ensure cost-effective delivery of programs. Identify sponsorship or revenue opportunities where appropriate.

Communication & Promotion: Collaborate with management and communications committees to promote events and programs. Develop content for newsletters, emails, digital platforms, and community publications. Ensure timely, clear, and consistent communication to residents. Update weekly activity related information on the HOA website. This includes posting sponsorship flyers, associated registration information and updating the community calendar of events. Generate weekly Email blast to inform residents of upcoming activities, meetings and other important notices.

Advertising: Submit contracts to both new and renewing advertisers. Send invoices to advertisers, maintain spreadsheets reflection ad revenue and renewal dates. Notify advertiser prior to renewal.

Collaboration & Governance Alignment: Work closely with the Property Manager and serve as a liaison to relevant committees (e.g., Communications, Activities). Provide regular updates and reports to management and the Board of Directors. Ensure all programming aligns with Association policies, governing documents, and strategic priorities.

Volunteer & Committee Support: Recruit, train, and support resident and student volunteers. Partner with committees to enhance programming while maintaining appropriate oversight and structure.

Recordkeeping and Reporting : Maintain detailed records of all reconciliation activities, including supporting documentation for financial transactions and adjustments. Maintain records of event participation, revenue, expenses and prepare reports.

Compliance & Risk Management: Ensure all events and activities comply with HOA policies, safety standards, and insurance requirements. Maintain proper documentation including vendor agreements, waivers, and permits as needed.

Requirements

Qualifications

• Bachelor’s degree in Hospitality, Recreation, Event Management, or related field preferred (or equivalent experience).
• Proficiency using Microsoft Office Suite (Word, Excel and PowerPoint) required. Use of CANVA preferred.

Experience

• 3+ years of experience in community programming, recreational programming, or event planning (HOA or country club experience preferred).
• Experience in budgeting and financial management of events.
• Strong understanding of HOA operations and resident relations is a plus.
• Experience managing volunteer or teams.
• Excellent organizational, communication, and customer relations skills.
• Experience negotiating contracts and pricing with vendors, partners and clients.
• Ability to work flexible hours, including evenings and weekends.
• Fluency in Spanish a plus.