Vacancy expired!
Pay starting at $14-$16/hour depending on experience, 30 hours a week, Monday- Friday.
Greater Fairbanks Board of REALTORS® is an Equal Opportunity Employer. To apply, please email a copy of your resume and references to the email for Craigslist ad.
EXECUTIVE ASSISTANT JOB SUMMARY
The Executive Assistant is responsible for assisting the Association Executive (AE) with the day-to-day running of the Greater Fairbanks Board of REALTORS®, helping the membership of the Association, auditing the Multiple Listing Service (MLS) platform, and other job duties as defined below.
REQUIREMENTS:
Strong writing and communication skills
High level of professionalism
Ability to multi-task
Excellent attention to detail
Proficiency with computers and MS Word, Excel, and Outlook
High school degree or equivalent
Must be 18 years of age or older
Must have a valid driver’s license and access to reliable transportation
Previous administrative experience preferred
EXECUTIVE ASSISTANT JOB DUTIES
MEMBERSHIP:
1. Provide and accept applications and application fees from potential REALTOR and Affiliate members.
2. Assist with processing new member applications as directed by the AE.
3. Assist AE with the planning and preparation of the new member orientations
4. Maintain member information, including the entry of new members within NRDS, MLS, Supra, the membership directory, Constant Contact, and the website.
5. Maintain REALTOR® and Affiliate membership list.
6. Program, issue, and teach use of ekeys for the Supra lockboxes.
7. Create new member files, including the appropriate paperwork within the file.
8. Upon receipt of transfer paperwork, make changes to directory, NRDS, Supra, the website, and transfer all listings and member profile upon Broker approval in MLS. Verify appropriate paperwork has been turned in to state.
9. Assist new members with the introductory training of MLS and administer the MLS test.
ACCOUNTING:
1. Help prepare billing notes for the accountant, to include attendance at the General Membership Meeting, transfers, new members, lockbox credits or debits, and MLS fees and fines.
RECEPTION:
1. Answer all phone calls, field and answer questions from general public and membership, and referring calls.
2. Greet visitors and members who visit the office.
3. Provide information and materials to visitors.
PUBLICATIONS:
1. Help maintain monthly calendar with all committee/BOD/GM meetings and events.
2. Assist AE with the planning and distribution of membership publications and informational notifications.
3. Assist AE with maintenance of social media and GFBR website.
MEETINGS:
1. Assist AE with meeting plans.
2. Help advise members of meeting dates.
3. Prepare materials for meetings as directed by the AE.
4. Attend meetings directed by AE.
5. Coordinate conference room use by directors, committees, members, and rental.
MLS:
1. Maintain MLS forms on the MLS and Zipforms.
2. Add, delete and/or revise MLS data at the request of members and MLS Committee as allowed.
3. Create and maintain MLS member accounts.
4. Assist AE with keeping MLS participants abreast of MLS procedures.
5. Assist AE with conducting basic MLS computer training sessions for new members.
6. Assign new office and new agent codes for MLS usage.
7. Assist with problems with the Supra lockboxes.
8. Work with new REALTORS® on problem areas with regard to membership and MLS usage.
9. Attend MLS Committee meetings, take minutes at MLS Committee meetings and coordinate agenda items for MLS Committee meeting with AE (or in his/her absence) and MLS Committee chairperson, and prepare documents for meeting.
10. Trouble-shoot any MLS-related problems within the office and with REALTORS®. Give aid to agents using the computer and maintain and distribute information from MLS regarding new or upgraded features.
11. Proof listings, and get agents to correct mistakes or verify information.
12. Create or revise any documents amended by the MLS Committee or implemented in their activities.
13. Maintain procedures manual for MLS activity and computer.
14. Maintain current lockbox lists and information, collect funds for lockboxes.
15. Assist with the administration of the annual lockbox audit.
CONTINUING EDUCATION:
1. Maintain continuing education class lists.
2. Assist with setting up continuing education classes.
GENERAL:
1. Research current computer programs and capabilities for use in office and in Board functions.
2. Answer routine requests and correspondence as directed by the AE.
3. Maintain office files and current address and phone files for vendors, members and other routine contact persons.
4. Obtain and order office supplies as demand requires.
5. Help maintain order in the office.
6. Copy and distribute reports, newsletters and documents at the direction of the AE.
7. Provide staff support to committees (typing, copying, distributing, etc.) as scheduled by the AE.
9. Serve as courier for important documents
