Executive Assistant Jobs

The Council of Multiple Listing Services has an immediate opening for an Executive Assistant to the CEO!

Are you an ass-kicking powerhouse who can thrive in chaos? Are you passionate about anticipating and accommodating the needs of others? Do you find it important to maintain the highest degree of professionalism?

Are you capable of managing all these things in a virtual environment?

We may be looking for you!

Join the team and work for the Council of Multiple Listings Services! An association of over 200 MLS, is seeking an Executive Assistant to support the office of the CEO and the Board of Directors. This position will be responsible for managing the CEO’s schedule, coordinating travel itineraries and arrangements, responding to requests and queries of those wanting time with the CEO quickly and professionally, creating meeting schedules, agendas, and proactively communicating timelines to stakeholders.

We are looking for a confident, organized, outgoing individual who is tremendously skilled at executive functioning. Strong Self-Management and Personal Accountability skills are a must. The individual we select will be a team player with the ability to anticipate needs, think critically, and offer solutions to problems while maintaining a high level of professionalism and confidentiality. One who will act as a “gatekeeper” making decisions and taking initiative to help support the Office of the CEO.

The ideal candidate for this position will excel if they remain unphased by a fast-paced environment. The candidate should have a proven track record highlighting their capability to conduct all administrative work while making sure the CEO's operations run smoothly. Thus, the candidate should be detail-oriented and a creative problem solver. An in-depth understanding of Organized Real Estate is a plus but not required!

Responsibilities include:

· Protect, maintain and manage the CEO’s schedule with the utmost importance.

· Arrange meetings, conference calls, appointments, and provide reminders.

· Maintain a master corporate calendar of all conferences, meetings, workshops, important dates, etc.

· Arrange the CEO’s registrations, travel, hotel, and dining as needed. Create travel itineraries and maintain travel records.

· Collect and analyze information and produce professional quality reports, presentations, and briefs.

· Ensure the CEO has time allotted to and is prepared for all meetings and presentations.

· Take meeting notes and distribute them as appropriate. Coordinate action items as needed.

· Attend meetings on behalf of the CEO as needed.

· Develop and utilize historical information, and provide the CEO with important, key takeaways.

· Assume the role of the primary point of contact between the CEO and internal/external clients.

· Create a process that manages the CEO’s email – sort, delete, handle requests, feedback, queries, and respond quickly and professionally on the CEO’s behalf as needed.

· Distribute emails to appropriate parties by reading and analyzing submissions, determining their significance, and routing them promptly to the appropriate personnel.

· Interact with members and staff when appropriate and problem solve.

· Serve as back-up on main organizational phone lines, CEO’s phone line, and organizational email boxes.

· Be a critical member of the team by providing personalized, professional, and timely support to the CEO and other executives.

· Maintain knowledge by attending professional and technical educational seminars, workshops, and reviewing publications.

· Establish professional and personal networks within the industry.

· Ensure operation of office technology: Zoom, email platforms, Office 365 SharePoint, etc.

· Develop and carry out efficient task management, documentation, and filing system.

· Delegate responsibilities to other staff members when appropriate.

· Maintain organizational documents: create, read, analyze, file, and retrieve.

· Plan events and meetings as needed (board, staff, workshops, courses).

· Provide backup AMS support.

· Maintain strong relationships with staff, members, board directors, and stakeholders.

· Commute by plane a few times a year.

· Schedule with large number of people, manage time slots, and coordinate across time zones.

Additional Knowledge and skills required:

· Ability to prioritize

· Excellent with MS Office / Share Point / Teams

· Attention to detail

· Flexibility

· Organizational skills

· Virtual Technology skills

· Confidentiality

· Excellent written, interpersonal, and communication skills

· Time management

· Creative problem solving

· Dependability

· Multitasking

· Leadership ability

· Proofreading skills

· Diplomacy

· Planning

· Professionalism

· Customer relations

· Proficient with Zoom

· Aptitude for learning

· Appointment scheduling software

Experience:

The individual we select will have 3+ years of experience working at an executive level, providing input, ideas, and solutions, coordinating meetings, interacting with high-level employees, while building relationships, and supporting members.

Education:

• Bachelor’s degree in Business strongly preferred

Salary range $60,000-$70,000 yearly depending on experience. Generous benefits package includes 12 days PTO per year, 10 Holidays per year, 401(k) with 3% match after 90 days, Eligible for Health, Dental, and Vision after 90 days.

To arrange a confidential interview, send Resume by responding to this ad or contact [email protected]

About Council of Multiple Listing Services:

About CMLS

CMLS is an association of over 220 Multiple Listing Services, serving over 1.7 million subscribers. CMLS is committed to a competitive real estate marketplace accessible to all, advances the pursuit of excellence among its member organizations, and serves as the unified voice of the MLS community.

For more information, please visit CMLS at www.cmls.org.

CMLS is an association of over 200 MLSs committed to high standards of professionalism and performance.

We define practices that improve MLS operations and leadership, advance policies that promote innovation, and convene gatherings that foster growth. As a volunteer-led organization responsible for bringing the real estate industry together to build a better marketplace, we are driven by our mission and values and work every day to promote the value proposition of the MLS industry.