National Association of Realtors

Executive Assistant to CEO - North Shore-Barrington Association of REALTORS®

Job Locations US-IL-Northbrook
Posted Date 4 weeks ago(1/24/2018 5:02 PM)
ID
2018-1064
# of Openings
1
Category
Administrative/Clerical

Overview

The North Shore-Barrington Association of REALTORS® seeks an Executive Assistant (EA) to the CEO. The ideal candidate is able to handle projects in an efficient, proactive, organized, and a professional manner.  This position requires the incumbent to have strong planning and communications capabilities, which will be essential to the effectiveness of the CEO’s daily activities. The EA must diplomatically interface with all levels of the organization, and manages challenges, from the complex and confidential to some that are more administrative in nature. 

Responsibilities

Scheduling and Meetings:  partner with the CEO to coordinate and review their annual, monthly, weekly and daily objectives; use that information to help manage the CEO’s schedule as well as the President, President-elect and Secretary-Treasurer.

 

Research: Conduct research on issues assigned by the CEO and synthesize findings into presentations, discussion points, or recommendations.  Prioritizes, and follows up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.

 

Planning:  Plans, coordinates and ensures the CEO's schedule is reasonable and prioritized. Provides access to key stakeholders (The Board, C level staff, legal counsel and more), with a high level of flexibility, which would require the EA to understand the CEO’s priorities.

 

Communication:   Develop meeting agendas, identify and provide materials, take notes, develop next steps and ensure follow through. Provides a bridge for smooth communication between the Executive office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff & departments; and demonstrating credibility to staff.  Works closely and effectively with the CEO to keep CEO well informed of upcoming commitments and responsibilities, following up appropriately.

 

Improve Efficiencies:  Evaluate, prioritize and guide projects and processes by identifying barriers and recommending solutions.

 

Project Management:  Proficient in Microsoft Planner. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

 

Organization: Develop intuitive and useful physical and computer filing systems to help CEO stay organized. Help with hand written notes, prep for paper documents, such as speeches, presentations, critical business documents.

 

Administrative: Handles support tasks for the CEO such as:  completing expense reports; reviewing direct reports expense reports to prep for approval, assuring the preplanning and reviewing of documents needed for meetings, cover the Executive Office (phones, presence), composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings, organize meetings and all affiliated logistics.

Qualifications

Education and Experience Requirements

  • Bachelor's degree required.
  • Work tenure: five years plus of experience supporting C-Level Executives.
  • Ability to work in a fast-paced, high energy environment.
  • Proficient in Microsoft Office 365 (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Planner, various Social Media platforms and Google products.
  • Experience with day-to-day use of smart phone, tablet, electronic calendar, voice mail and other technologies to assist with effective and efficient management of the CEO’s office.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Excellent oral and written communication skills, including editing
  • Exceptional internal and external interpersonal communication skills
  • Politically savvy, exhibits good judgment, good common sense
  • High analytical abilities; good with budgets; numbers
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and volunteers.
  • Demonstrated ability to manage multiple projects, achieve high performance goals and meet deadlines in a fast paced environment.
  • Will have demonstrated capabilities to create maintain and analyze reports/graphs that provide value-added information for the CEO.
  • Ability to travel occasionally and work some weekends.
  • Become part of the C-level team, which requires a high degree of confidentiality.

 

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