Executive Assistant

Niagara Association of REALTORS®; St. Catharines; On-site; CAD 50,000 - 70,000; Full time

Job summary

A regional professional association in the Niagara Region is seeking an Executive Assistant to support the Executive Officer. Responsibilities include managing the executive’s calendar, coordinating Board meetings, and overseeing education and professional development programs. Ideal candidates will possess strong organizational and communication skills, with at least 3 years of experience in a similar role. This full-time, one-year contract position offers a collaborative environment and potential for extension based on performance.

Qualifications

• Minimum 3 years’ experience in an executive assistant or administrative coordinator role.
• Experience supporting Boards and Committees in a not-for-profit environment is a strong asset.
• Knowledge of REALTOR associations or real estate industry is an asset.

Responsibilities

• Manage the executive officer’s calendar, appointments, and travel arrangements.
• Coordinate and schedule Board of Directors and Committee meetings.
• Oversee planning and execution of workshops and events.

Skills

Organizational skills

Written communication

Verbal communication

Interpersonal effectiveness

Attention to detail

Education

Post-secondary education in business administration or related field

Tools

Microsoft Office Suite

Zoom

Teams

Job description

Job Title: Executive Assistant

Reports To: Executive Officer

Location: The Niagara Association of REALTORS - 116 Niagara Street, St. Catharines, ON

Employment Type: Full-Time, One-Year Contract

About the Niagara Association of REALTORS (NAR):

NAR is a not-for-profit trade association representing over 1,500 REALTORS across the Niagara Region. We provide core services including MLS, education and professional development, advocacy, and governance support, with a commitment to professionalism, housing attainability, and community leadership.

Position Overview:

The Executive Assistant plays a key role in supporting the Executive Office, ensuring the efficient operation of the Executive Officer’s calendar and communications, while also coordinating governance activities, education programs, and strategic initiatives across the Association. This is a high-trust, fast-paced, and dynamic position best suited to an organized, proactive, and professional individual who thrives in a collaborative environment.

Key Responsibilities:

Executive Office Support

• Manage and maintain the calendar, appointments, and travel arrangements for the Executive Officer.
• Provide daily administrative support to the Executive Office including correspondence, briefing notes, and project tracking.
• Serve as a first point of contact for internal and external stakeholders engaging with the Executive Office.

Board & Committee Coordination

• Coordinate and schedule all Board of Directors and Committee meetings, including preparation of agendas, meeting packages, and distribution of materials.
• Record and produce accurate and timely minutes of meetings.
• Arrange logistics for in-person and virtual meetings and conference attendance, including travel accommodations and catering when required.
• Track and support follow-up items and motions arising from Board and Committee meetings.

Education & Professional Development

• In collaboration with the Member Engagement team, coordinate the planning and execution of REALTalks, professional development sessions, workshops, and events aligned with NAR’s strategic plan.
• Liaise with speakers, trainers, and third-party vendors.
• Oversee participant registration, communications, and evaluations in collaboration with the Member Engagement team.

Internal Collaboration

• Act as a liaison between the Executive Office and the Core Services team, supporting alignment and smooth communication across departments.
• Work closely with the Operations Manager and Member Engagement team to ensure coordinated delivery of programs and member services.

Qualifications:

• Post-secondary education in business administration, executive office administration, or a related field.
• Minimum 3 years’ experience in an executive assistant or administrative coordinator role.
• Experience supporting Boards and Committees in a not-for-profit or governance-focused environment is a strong asset.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with attention to detail and discretion.
• High level of professionalism, confidentiality, and interpersonal effectiveness.
• Proficient with Microsoft Office Suite and virtual meeting platforms (Zoom, Teams).
• Knowledge of REALTOR associations or real estate industry is an asset.

Term & Compensation:

This is a full-time, one-year contract position, with the possibility of extension based on operational needs and performance. Compensation will be commensurate with experience.