Executive Assistant

We are a real estate association of approximately 2,700 REALTOR® members, located along the 401 corridor, with the head office located in Bowmanville Ontario.  CLAR has a team of 10 and a Board of Directors that set policies and procedures.

The Central Lakes Association of REALTORS® (CLAR) is seeking an experienced Executive Assistant to support the Management Team and the Board of Directors. This role requires a person that has strong attention to detail, can meet strict timelines with little supervision, and has high energy with a positive attitude.  Applicants must thrive in a fast-paced, challenging environment and manage multiple priorities with finesse, discretion, and confidence.

We are a real estate association of approximately 2,700 REALTOR® members, located along the 401 corridor, with the head office located in Bowmanville Ontario.  CLAR has a team of 10 and a Board of Directors that set policies and procedures.

A full benefit package is offered with monetary compensation.  Some of the offered benefits include Life Insurance, Health and Dental coverage, RRSP contributions (as per CLAR policies), free parking, and a safe and rewarding environment.

There will be some after-hours required from time to time.  Travel may be necessary but will be limited.

The ideal candidate’s key responsibilities will include:

  • Providing executive-level support while building and sustaining effective working relationships with the Board of Directors, the CLAR team and external stakeholders.
  • Maintaining the CEO’s and Board of Directors meeting schedules.
  • Plan and coordinate executive-level meetings, ensuring efficient agendas and recording and distributing accurate meeting minutes and materials.
  • Book and manage travel requirements for the Board of Directors and Management team.
  • Assist the team with organization and coordination both on-site and off-site  of events, meetings, and conferences.
  • Conduct research and gather information to support decision-making and strategic initiatives.
  • Handle confidential records and sensitive information with the utmost discretion and professionalism.
  • Represent CLAR positively through excellent follow-up skills and sound judgment.
  • Collaborate with the COO to streamline processes and enhance organizational efficiencies.
  • Respond promptly to emails, texts, and phone calls.
  • Assist with general office duties, file management, and maintaining an organized workspace.

 

Qualifications & Attributes

  • Strong command of English, both written and oral is a must for this position along with the ability to compose clear and concise emails, letters, and reports.
  • Proficient in Office 365 and familiarity with software such as DocuSign and PDF Docs.
  • Adaptive to changing technology in a continuous learning environment.
  • Exceptional organizational skills with a proven ability to drive tasks forward and achieve results.
  • Meticulous attention to detail, ensuring accuracy in all aspects of work.
  • Proactive, solution-oriented mindset with sound judgment and resourcefulness in problem-solving.
  • Demonstrated discretion in handling confidential information and maintaining confidential communication.
  • Ability to work independently and as part of a team.
  • Strong organizational and time management skills.
  • A minimum of 3 years experience in an Executive Assistant role, preference will be given to candidates that have experience working with Boards and or in a NPO environment.
  • Knowledge of Arbitration and Professional Standards procedures would be an asset.
  • Flexibility to adapt to changing priorities, willingness to go above and beyond to meet deadlines, and support the objectives of Association.
  • Available before and after regular business hours, as dictated by the needs of the Association for special projects, events and meetings.
  • Inclusive and supportive attitude towards the diversity within the CLAR team and Membership
  • Reliable transportation is a requirement.