Executive Assistant

The Victoria Real Estate Board is a member-based trade association that employs 19 staff members who provide excellent service, education, and technology products to approximately 1,650 licensed REALTORS® working in 100 real estate brokerages across Greater Victoria and the southern Gulf Islands. A well-tenured team, with many longstanding staff, the Victoria Real Estate Board is looking for an intuitive, upbeat and supportive Executive Assistant who understands the benefit of a smooth working relationship. The team enjoys their work and endeavours to serve the membership in a positive and progressive way.

Reporting to the CEO, the Executive Assistant plays a crucial role in providing a diverse range of complex and confidential administrative support to the CEO, Board of Directors, and occasionally senior management. With a focus on service and results, the role demands discretion, initiative, tact, mature judgment, and strong interpersonal and organizational skills.

Balancing various administrative and organizational tasks, the position offers opportunities for independent work alongside pivotal involvement in event planning, membership meetings, and projects, necessitating effective collaboration with colleagues and volunteers. Additionally, the EA undertakes certain administrative Human Resources responsibilities under the CEO's supervision and collaborates with the Director of Accounting on tasks related to payroll and employee extended benefits.

Key Responsibilities

§ Interacts regularly with the CEO to anticipate, understand and assist, where necessary, with advancing the CEO’s and VREB’s priorities

§ Responsible for meeting preparation and administrative tasks related to Board of Directors

§ Coordinates registration, travel and accommodation for delegates attending meetings and conferences

§ Coordinates activities related to all membership meetings

§ Coordinates meeting logistics for the Directors’ annual planning session

§ Attends Director and membership meetings, records minutes and action items

§ Maintains and updates the Bylaws and other governing documents when required

§ Working in conjunction with the CEO, completes annual filings as required under the Societies Act.

§ Maintains corporate, legal and contractual files including official minutes

§ Provides support to the Director of Accounting with administrative tasks related to payroll

§ Completes a variety of ongoing administrative tasks related to Human Resources and employee benefits

Skills & Qualifications:

§ The ideal candidate will have a demonstrated background in supporting an executive leader or senior manager

§ Minimum 4 years’ experience as an Executive Assistant or comparable role. An equivalent combination of education, training, and experience in a senior administrative role will also be considered.

§ Advanced computer skills with the Microsoft software suite, Zoom, and a general level of comfort with technology

§ An interest in evolving existing activities through the use of technology or process refinement

§ Excellent time management skills, attention to detail, and the ability to prioritize and re-prioritize on short notice

§ Advanced written and verbal business communication skills

§ Proactive and enthusiastic about delivering positive results

§ Exceptional interpersonal skills, ability to work well with a diverse group of internal and external stakeholders

§ Experience working with Committees and Board of Directors is considered an asset

§ A general interest in the real estate sector

This role will appeal to an experienced Executive Administrator who wants to make a positive contribution to a team and contribute to a great working environment. Although this role will be office-based in Victoria, the Victoria Real Estate Board operates a flexible hybrid (home/office) schedule to help you balance your work and home responsibilities. This is an exciting opportunity to learn more about the dynamic world of real estate and work with a diverse and tenured team.

If you feel you have the demonstrated background and are interested in learning more about this opportunity, please forward your resume toClearChoice HR Consulting.

We appreciate the interest of all applicants, and only those selected for interviews will be contacted. We'd like to ask all applicants to apply through the official process managed by ClearChoice HR and to avoid speculative approaches to the Victoria Real Estate Board. Conducting such an approach will not support your application.

Job Type: Full-time

Salary: $67,500.00-$77,500.00 per year

Work Location: In person