Job Description

Job Description

Job Description

Executive Administrative Assistant

Position Summary
The Greater San Diego Association of REALTORS® (SDAR) is seeking a highly organized, proactive, and discreet Executive Assistant (EA) to support the CEO. This EA will focus primarily on supporting the CEO—but also to manage the travel of the Board of Directors, Officers for C.A.R. and N.A.R. meetings/conferences. The ideal candidate will serve as a reliable partner, prepared, informed, and aligned on priorities daily, weekly, and monthly and to ensure that the CEO is not unnecessarily interrupted during the workday.

Key Responsibilities

Daily

• Provide a morning executive briefing with a concise snapshot of:
  • Upcoming meetings, calls, and events.
  • Priority action items requiring CEO review or decision.
  • Urgent issues from staff, Board, or external stakeholders.
  • Press/media mentions or external issues impacting the Association.
• Manage CEO calendar with precision, prioritizing conflicting demands across Association, Board, and REALTOR® commitments.
• Prepare briefing notes, agendas, and materials for all scheduled meetings.
• Act as a gatekeeper to manage information flow and protect CEO’s time.
• Ensure follow-up items from the previous day are tracked and completed.
• Serve as gateway to CEO, ensuring no one pops in, knocks on the CEO’s closed door, etc.

Weekly

• Compile a Weekly CEO Dashboard highlighting:
  • Key staff and department updates (finance, membership, government affairs, education, events).
  • Progress toward Association goals and Board directives.
  • Upcoming deadlines, recurring meetings, and deliverables.
  • Emerging issues requiring strategic input.
• Coordinate with Board leadership to keep communication streamlined and aligned.
• Prepare the CEO for Board, committee, and partner meetings with background briefs.
• Summarize major developments from CAR, NAR, and local real estate industry news.

Monthly

• Provide a Monthly Executive Overview including (but not limited to):
  • High-level KPI snapshot (membership, events, finances, sponsorship, advocacy).
  • Progress on Board-approved initiatives.
  • CEO’s upcoming speaking engagements, conferences, and major events.
  • Key relationship updates with sponsors, civic leaders, and affiliate partners.
• Assist with drafting monthly Board and member communications.
• Maintain a rolling 90-day calendar of major deadlines, conferences, and initiatives.

Qualifications

• 5+ years’ experience supporting a C-level executive or Board-level leader.
• Exceptional organizational skills and ability to manage competing priorities.
• Strong written and verbal communication skills.
• Proven ability to exercise discretion, confidentiality, and judgment.
• Familiarity with nonprofit governance, associations, or real estate industry preferred.
• Proficiency with Microsoft Office Suite, Google Workspace, and project management tools.
• Collaborative with all staff members —able to build positive relationships and foster teamwork across departments.
• Mature, professional problem-solver —handles sensitive or unexpected issues with tact and discretion.
• Reliable and punctual —must be in-office by 8:00 AM and available through 5:00 PM, with flexibility for major events.
• Strong and solid work ethic —self-motivated, dependable, and highly responsive.
• Positive ambassador for the SDAR brand —represents the Association with professionalism and warmth as the first point of access to the CEO.

Personal Attributes

• Highly proactive and resourceful—anticipates needs before they arise.
• Confident communicator who can synthesize complex information into actionable summaries.
• Calm under pressure and able to manage sensitive situations with discretion.
• Flexible, adaptable, and energized by a dynamic, fast-paced environment.

Reports To: COO
Location: San Diego, CA (On-Site - In-office presence required 5 days per week Schedule: Full-time, 8:00 AM – 5:00 PM, including a 15-minute morning break, one hour lunch, and 15 minute afternoon break (with occasional evening/weekend availability for major events.)

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