Job details
Salary $45,000 – $60,000 a year
Job Type Full-time
Number of hires for this role 1
Qualifications
- Bachelor’s (Preferred)
- Administrative Experience: 5 years (Preferred)
- Executive Assistant: 5 years (Preferred)
- Project Coordination/Management: 3 years (Preferred)
Full Job Description
*GTR is not currently partnering with any external recruitment agencies. Recruiters, please do not reach out soliciting work/business.*
About Greater Tampa REALTORS®
Originally founded in 1911 as the Tampa Real Estate Board, Greater Tampa REALTORS® (GTR), has grown to represent over 13,000 members in the Tampa Bay Region, the largest professional association of real estate brokers and sales associates conducting business throughout the area. The association, considered to be one of the strongest and most successful REALTOR® Associations across the nation, is driven by the needs of its members, led by a board of volunteers and managed by a dedicated professional staff who assure successful day to day operations.
This position offers a competitive salary within a pay for performance environment. This includes annual salary increases of up to 5% and annual bonuses of up to 12%, both based on personal performance.
If you enjoy working for an organization that embraces mixed cultures and contrasts, that cares about its employees and fosters personal and professional growth then you will love your career at GTR. It can’t get much better than Tampa, FL, where you will enjoy amazing weather year-round and sunsets at the beach are only a short drive after work.
Position Description
The Executive Assistant is an exempt staff position. Reporting directly to the Association Executive, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Association Executive. The Executive Assistant also serves as a liaison to the board of directors and leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant accomplishes this through a respectful, innovative and energetic style, guided by GTR’s Core Values: Put Members First, Personify Professionalism, Promote Unity and Be Transparent.
Core Responsibilities
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Association Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
- Works closely with Association Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately, including tracking Association Executive commitments, goals, projects, tasks and deadlines.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Association Executive.
- Ensures items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressure.
- Serve as front line of communication for the executive offices and provide a positive experience for members and guests. Answer incoming phone calls and emails to provide information and referrals, assist visitors and provide meeting room setup.
- Confirm that attendees will be present and complete preparatory work, such as agendas and committee reports.
- Attends select meetings, take notes, capture action items, and ensure follow through.
- Drafts and edits correspondence that is often sensitive and confidential.
- Draft and proofread email with ability to take somewhat complex topics and simplify the message, in real talk.
- Research and prepare select reports and materials.
- Ensures the association meets NAR Core Standards compliance criteria annually.
- Maintains the Association Executive’s calendar; ensure his time is allocated to the highest priorities.
- Follow up on contacts made by the Association Executive; support the cultivation of ongoing relationships.
- Support Association Executive -led recruiting; onboard new team members
- Secure offsite locations and support travel logistics as needed.
- Assist with event and program logistics including preparing materials, managing registration and check-in, coordinating catering, recording attendance, and follow-up communication.
- Assist board members with conference registrations, travel arrangements, lodging, and meal planning as needed.
- Serve as main point of contact for IT, printing equipment, internet, phone, and other external vendors. Manage inventory and ordering process for office supplies, sort daily mail, and maintain office organization.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and committee matters.
Preferred Qualifications:
- Bachelor’s degree preferred or combination of equivalent education and experience.
- 5-10 years of experience, including 5+ years of experience supporting executive level leaders.
- Proven ability to use outstanding interpersonal, political navigation, and communication skills to build strong relationships and negotiate challenging situations, often with senior leaders, in a friendly and professional way.
- Highly organized, and highly detail-oriented with strong project management and organization skills; able to perform and prioritize multiple tasks seamlessly.
- Expert-level verbal and written communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Displays professional and emotional maturity.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion.
- Comfortable in a high performing, fast-paced and quickly growing organization; demonstrated ability to achieve high performance goals, meet deadlines and adapt to changing circumstances.
- Highly proficient with the Microsoft Office Suite.
- Preferred experience with non-profits or association management.
Job Type: Full-time
Pay: $45,000.00 – $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
Supplemental Pay:
- Bonus pay
Education:
- Bachelor’s (Preferred)
Experience:
- Administrative Experience: 5 years (Preferred)
- Executive Assistant: 5 years (Preferred)
- Project Coordination/Management: 3 years (Preferred)
Work Location:
- One location
This Job Is:
- Open to applicants under 18 years old, provided it is legally allowed for the job and location
Company’s website:
Work Remotely:
- Temporarily due to COVID-19
COVID-19 Precaution(s):
- Personal protective equipment provided or required
- Temperature screenings
- Social distancing guidelines in place
- Virtual meetings
- Sanitizing, disinfecting, or cleaning procedures in place
