Executive Assistant to the CEO

Executive Assistant To The CEO

Come be a part of our dynamic team! The Huntsville Area Association of Realtors (HAAR) exists to inform, influence, and empower a thriving real estate market by focusing on Education, Advocacy, and Connections.

Position Overview:

The Executive Assistant is responsible for providing general administrative and project support to the Chief Executive Officer (CEO), including, but not limited to: event planning, project coordination, preparing agendas, preparing and distributing board and membership meeting minutes, and other general administrative duties critical to the continuity and success of the Huntsville Area Association of Realtors (HAAR).

Job Responsibilities:

• Plans and executes all administrative and operational activities for the CEO.
• Acts as a point of contact between the CEO and all internal and external stakeholders.
• Plans and coordinates the CEO's schedule.
• Attends meetings alongside the CEO.
• Prepares meeting agendas and presentations.
• Prepares, maintains, and distributes minutes of meetings.
• Makes travel arrangements for the CEO and the Board Leadership Team.
• Travels with the CEO to conferences and meetings.
• Provides administrative oversight to projects and events.
• Maintains archive of role descriptions and duties for the Board Leadership Team.
• Maintains authorized versions of the governing documents of the Association and ValleyMLS.
• Maintains the annual calendar for HAAR and ValleyMLS.
• Other duties as assigned.

Qualifications:

Education:

• High School diploma (Bachelor's degree preferred)

Experience:

• 2-5 years of experience in performing administrative duties
• 1-2 years of event planning/project coordination experience
• Familiarity working with programs, organization, and Board Members preferred

Skills/Personal Attributes:

• Exhibits a highly professional demeanor both inside and outside the organization
• Presents a polished and professional image and demeanor
• Ability to work independently.
• Highly detail-oriented, with strong follow-through and accuracy in a fast-moving environment
• Excellent time management skills, with the ability to manage competing priorities and deadlines for the CEO's office
• Flexible and resourceful; comfortable adjusting plans and solving problems as circumstances change
• Demonstrates expertise in a variety of skills including administration, operations, social media, communications, and public affairs
• Comfortable and professional on the phone and in person with a wide range of stakeholders
• Working knowledge of, or demonstrated ability to quickly learn, an organization's bylaws and governing policies
• Experience coordinating travel arrangements and logistics for executive-level travel
• Experience with event planning and coordination preferred
• Association management experience or prior experience as an executive assistant strongly preferred
• Highly detail-oriented with exceptional oral and written communication skills
• Ability to build strong relationships and collaborate effectively both inside and outside the organization.
• High level of proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
• Working knowledge of, or demonstrated ability to quickly learn, other platforms used by the organization, such as Slack, Teams, Onboard, association AMS software, and Zeck
• Ability to prepare reports as needed by the CEO

HAAR is an equal opportunity employer.

Background Check:
All final candidates for employment will undergo a thorough background check that covers criminal records, past employment verification, and educational verification. By applying for this position, you agree to permit the company to conduct this pre-employment screening. Please be aware that an offer of employment is contingent upon receiving satisfactory results from this background check.

Drug Screening:
In addition, candidates must pass a pre-employment drug test as a condition of employment. Our drug-free policy supports our commitment to providing a safe and productive work environment. Continued employment is also subject to compliance with our drug-free workplace policy.

Confidentiality and Fair Assessment:
All information obtained through background checks and drug screenings will be treated with the utmost confidentiality and used solely for the purpose of evaluating your candidacy for employment. The company is committed to fair and ethical hiring practices, ensuring that all candidates are assessed equally and without discrimination.