Executive Assistant to the CEO

Rocket City HR; Huntsville (AL); On-site; USD 45,000 - 60,000; Full time

Job summary

Huntsville Area Association of REALTORS® & ValleyMLS is seeking an Executive Assistant to the CEO to manage executive administrative duties, coordinate schedules, and support board and committee activities in Huntsville, AL. The role focuses on event planning, travel arrangements, minutes, and project oversight.

Ideal candidates have 2–5 years of admin experience, strong communication, and a professional demeanor. Bachelor's degree preferred and familiarity with board governance.

Qualifications

• 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.
• High School diploma (Bachelor's degree preferred).

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, such as the Board Leadership Team, the two Boards of Directors, various committees and work groups, the Membership, and the public at large, including business owners and local government officials such as city council members.
• Plans and coordinates the CEO's schedule; ensures the schedule is followed and respected by acting as gatekeeper to the CEO.
• Attends meetings alongside the CEO as requested, which may include meetings of the Boards of Directors, the Board Leadership Team, the Membership, and Departments within the Association and ValleyMLS.
• Prepares meeting agendas and presentations in collaboration with the CEO.
• Prepares, maintains, and distributes minutes of meetings as assigned by the CEO.
• In concert with senior staff, prepares scripts for Board and Membership meetings.
• Makes travel arrangements for the CEO and the Board Leadership Team, including researching options, booking travel and lodging, and building itineraries.
• Travels with the CEO to conferences and meetings to provide administrative support, when requested by the CEO.
• Provides administrative oversight to projects and events of high importance, and coordinates event logistics with resourcefulness and sound judgment.
• Maintains archive of role descriptions and duties for the Board Leadership Team.
• Maintains authorized versions of the governing documents of the Association and ValleyMLS, including bylaws and policies, by recording updates and policy changes as they occur, and develops a working understanding of how those documents function.
• Maintains the annual calendar for HAAR and ValleyMLS.
• Other duties as assigned.

Skills

Professional demeanor

Independent work

Time management

Attention to detail

Communication skills

Event planning

Travel coordination

Education

Bachelor's degree preferred

High School diploma

Tools

Microsoft Office 365

Slack

Teams

Onboard

AMS software

Zeck

Job description

• Huntsville Area Association of Realtors (HAAR)


• Huntsville, AL, USA


• 45000-60000 per year dependent on experience


• Full Time

Huntsville Area Association of REALTORS® & ValleyMLS

Executive Assistant to the CEO

Make a Positive Impact with Us!

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.

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, such as the Board Leadership Team, the two Boards of Directors, various committees and work groups, the Membership, and the public at large, including business owners and local government officials such as city council members.


• Plans and coordinates the CEO's schedule; ensures the schedule is followed and respected by acting as gatekeeper to the CEO.


• Attends meetings alongside the CEO as requested, which may include meetings of the Boards of Directors, the Board Leadership Team, the Membership, and Departments within the Association and ValleyMLS.


• Prepares meeting agendas and presentations in collaboration with the CEO.


• Prepares, maintains, and distributes minutes of meetings as assigned by the CEO.


• In concert with senior staff, prepares scripts for Board and Membership meetings.


• Makes travel arrangements for the CEO and the Board Leadership Team, including researching options, booking travel and lodging, and building itineraries.


• Travels with the CEO to conferences and meetings to provide administrative support, when requested by the CEO.


• Provides administrative oversight to projects and events of high importance, and coordinates event logistics with resourcefulness and sound judgment.


• Maintains archive of role descriptions and duties for the Board Leadership Team.


• Maintains authorized versions of the governing documents of the Association and ValleyMLS, including bylaws and policies, by recording updates and policy changes as they occur, and develops a working understanding of how those documents function.


• 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, including Board leadership, Members, business owners, and city or local government officials


• 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


• Highly detail-oriented with exceptional oral and written communication skills

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.

By submitting your application, you acknowledge and consent to these pre-employment screening procedures. We appreciate your understanding and cooperation in this matter. If you have any questions regarding this policy, please feel free to contact our HR department.

This disclaimer sets clear expectations for applicants regarding the mandatory background and drug screenings, while also affirming the company's commitment to fairness and confidentiality in the hiring process.

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