Administrative Assistant

NORTH SAN DIEGO COUNTY ASSOCIATION OF REALTORS®

Job Description

Job Title: ADMINISTRATIVE ASSISTANT

Department: Administrative
Revision Date: 1.2.2021
Status: F/T
Reports to: Chief Executive Officer Number of Direct Reports:

POSITION SUMMARY:

A skilled professional who provides a wide range of supportive administrative services for the Chief Executive Officer (CEO) with minimum guidance, in a confidential manner. This individual must be knowledgeable of all association activities, as well as NAR/CAR policies, procedures and operations.

ESSENTIAL FUNCTIONS:

Clerical

• Managing files and records.
• Knowledge of email system.
• Designing forms, spreadsheets and handling overall general office procedures.
• Creates annual Core Standards report to NAR/CAR

MEETINGS

• Communicates with membership via broadcast e-mail, education updates and other member emails using AMS or other email systems.
• Designs forms, flyers and notices for various meetings and events as requested and needed.
• Assists in editing, and maintaining the association website as directed.
• Maintains a calendar of all meetings and classes; coordinates with CEO’s calendar.
• Assist CEO in formulating agendas and organizing Board of Director & Committee meetings.
• Attends the association general membership meetings and other special association events, assisting inset up, preparation and registration of the events.

Membership Services and General Accounting

• Upon request, assists the membership services department in answering phone calls and emails
• Record membership dues payments and subscriber fees.
• Work to become proficient in Rapattoni software.

GOVERNANCE (Board of Directors, Government Affairs, and General Committee)

• Works closely with the CEO to prepare agenda’s and minutes for all Board of Director meetings.
• Assists in PAC fund raising drive(s), working with chair and government affairs director, as needed.
• Provides secretarial functions for taskforces and committees to include recording of minutes and notes, preparation of sign in sheets and agendas, notification of meetings and other duties.
• Oversight over all CAR/NAR meetings throughout the year

MISCELLANEOUS

• Answer phone calls, handling situation whenever possible and/or forwarding to proper party
• Order office supplies as needed, coordinating with CEO
• Open, sort, and distribute incoming correspondence, including faxes and email
  All other duties as assigned by CEO

QUALIFICATIONS:

• Three or more years administrative experience
• Knowledge of administrative and clerical procedures and systems such as word processing
• Proficient in technology, computer programs and maintenance of website and social media
• Real estate experience is helpful but not required
• Highly effective at “multi-tasking”
• Excellent written and verbal communication skills
• Attention to detail and extremely organized
• Exceptional customer service and support skills
• A good team player
  
  

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Ability to walk, stand, and sit (including on the floor) for long periods of time
• Must be able to lift and carry supplies weighing up to 20 pounds
• Ability to stand or sit while maintaining alertness for several hours at a time
• Position may require bending, leaning, kneeling, and walking
• Ability to speak concisely and effectively communicate
• Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency
• Ability to view/enter data for long periods of time.