Executive Assistant

**Summary**

Reporting to the Executive Officer (EO), the Executive Assistant (EA) understands the critical role exceptional administration plays in assisting a high-performance not-for-profit association. The EA possesses a strong client-service work ethic, background in governance, and general knowledge of organized real estate. The EA has a passion for collaborating to achieve goals and is equipped to contribute their top-tier skills to support the Executive Office of the Niagara Association of REALTORS® (NAR).

The Executive Assistant works well under pressure, with the ability to complete tasks independently without direction and must be able to prioritize their workload effectively. The nature of this position requires someone who can perform with a high degree of confidentiality and accuracy. They must have a proven ability to maintain or exercise considerable tact, judgment, and diplomacy while always maintaining exemplary poise and a professional image.

The Executive Assistant holds an integral role for the operations of the Association and delivery of the strategic plan to its Members. As such, the EA is a seasoned professional with excellent communication, critical thinking, organizational, and discretionary skills. The EA has strong interpersonal skills, with the ability to deal effectively with all levels of the Association. Excellent attention to detail and follow-through with the ability to plan, organize, and control large and small projects through to completion is a priority of the EA.

The Executive Assistant works independently towards the completion of their Canadian REALTOR® Association Executive (CRAE) designation through the guidance of the EO.

**Key Responsibilities**

The key responsibilities outlined below are interpreted as being descriptive in nature and are not an exhaustive list of all possible job requirements, tasks, and duties.
- Executive Administration Support for the Executive Office_
- Anticipates and organizes the EO’s priorities and provides effective and timely support.
- Full discretion and management of calendar and contacts for the EO. Coordinates and delivers meeting invitations and agendas to attendees, manages meeting rooms in-office, virtually and off-site and arranges for IT resources and refreshments in support of a smooth and efficient meeting facilitation.
- Prepares comprehensive, informative, and professional reports and presentations to support the Executive Officer.
- Arranges all travel, registrations and confirmations for the Board of Directors, Executive Office, and Staff in compliance with the travel policy of the NAR.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Maintains professional and technical knowledge by attending educational workshops, professional development opportunities, reviewing professional publications, establishing personal networks, and participating in professional societies with the EO.
- Ensures all Association By-law and Policy Manuals are updated as per minutes of the Membership and Board of Directors meetings and distributed to Members as needed.
- Acts as the publishing editor of all correspondence prepared for the Association by the Communications Coordinator.
- Responds to all general inquiries to the Executive Office on behalf of the EO.
- Supports other NAR Staff Members at the request of the EO.
- Board Governance Administration_
- Serves as a key contact for all Board of Directors and board related activities.
- Assists the EO in all logistics of preparation for Board of Directors, Membership, Committee, Task Force and Staff meetings including assistance to the Chair, agenda preparation, reports, recording minutes, research and executing action plans.
- Assists the EO and/or staff liaison with all support required for committee work, including integration of results and progress according to committee and task force mandates and the strategic plan.
- Special Projects Coordination_
- Assists the Executive Office with the planning, organizing and execution of the NAR Annual General Meeting and Special General Meetings (when needed).
- Coordinates the administrative requirements for the Annual and Special General Meetings, Electronic Election of Directors, and Annual Strategic Planning Session of the Directors.
- Coordinates the annual Corporate Sponsorship Package of the NAR, acting as liaison between current corporate sponsors while identifying opportunities for new corporate sponsorships for the Association.
- Collaborates with the Manager, Member Services to ensure full management of logistics of NAR-lead events.

**Working Conditions**
- Scheduled work week will be Monday to Friday 8:30am to 4:30pm with the flexibility to facilitate Association events and meetings outside of the normal workday.
- All hours outside of the normal workday to be approved by the Executive Officer and recorded as Lieu/Banked Time in PayWorks.
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