Executive and Operations Administrative Assistant

Executive & Operations Administrative Assistant

Position Summary

The San Diego Association of REALTORS® is seeking a highly organized, proactive, and professional Executive & Operations Administrative Assistant to provide internal administrative, operational, and executive support. This position plays an important role in helping SDAR run smoothly, by supporting calendars & organizational scheduling, Board and committee preparation, travel coordination, policy and procedure documentation, and general administrative operations.

This position requires the ability to manage shifting priorities, protect leadership’s time, identify conflicts or issues early, and follow through with minimal supervision. The ideal candidate is dependable, detail-oriented, adaptable, and able to work independently after receiving direction from leadership.

Essential Duties and Responsibilities

The following duties are intended to describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required. Additional duties may be assigned based on organizational needs.

Calendar Support

• Maintain and manage the Executive Team’s Calendar and SDAR’s organizational master calendar.
• Receive calendar requests from staff and other stakeholders and provide calendar support, including scheduling meetings, moving appointments, coordinating travel, monitoring for conflicts, and ensuring the schedule remains accurate and well-organized.
• Coordinate meeting logistics, including room reservations, virtual meeting links, reminders, food orders, materials, and other preparation needs.
• Assist with preparation of meeting materials, including agendas, reminders, minutes, notes, and follow-up items as directed.

Board and Committee Support

• Serve as staff liaison for assigned committees.
• Support Board and assigned committee meetings by coordinating schedules, preparing agendas and packets, sending reminders, arranging meeting setup, attending selected committee meetings, taking minutes, tracking action items, and communicating with committee chairs as needed.
• Coordinate in-person and virtual meeting logistics to ensure meetings are properly prepared and run smoothly.
• Ensure Board and committee materials are organized, accurate, timely, and accessible to appropriate stakeholders.
• Follow up on assigned action items from Board, committee, and internal meetings as directed.
• Attend occasional evening or off-hour meetings or events only as needed.

Operations and Administrative Support

• Provide general administrative support and support the Operations Department with internal operational projects, administrative tracking, documentation, and follow-up.
• Assist with the creation, formatting, organization, maintenance, and approval tracking of SDAR policies and procedures.
• Work with leadership to translate operational vision, meeting notes, and process discussions into clear written policies, procedures, and staff-facing guides.
• Organize and maintain SDAR’s electronic file system according to leadership’s direction and organizational needs.
• Ensure administrative documents, travel details, meeting materials, procedures, and internal records are easy for leadership and staff to locate and use.

Travel Coordination

• Coordinate travel arrangements for all applicable travelers as directed.
• Organize travel details, confirmations, itineraries, reservations, and related documentation in a clear and accessible manner.

Required Skills and Competencies

• Proactive, organized, detail-oriented, professional, discreet, adaptable, independent, and flexible.
• Ability to move quickly, execute efficiently, and manage multiple priorities while maintaining accuracy.
• Strong writing, editing, formatting, and documentation skills.
• Strong judgment and ability to recognize when to escalate issues or alert appropriate stakeholders.
• Strong follow-through and ability to track open items to completion.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Required Qualifications

• Minimum of five years of administrative, executive assistant, operations support, or similar professional experience.
• Proficiency with Microsoft Office products and online meeting platforms such as Zoom, Teams, Google Meet, etc.
• Familiarity with Customer Relationship Management (CRM) systems.
• Strong written and verbal communication skills.
• Strong orga…