Board Relations & Executive Assistant

Overview

Board Relations & Executive Assistant Jobs in Dallas, TX at The Real Estate Council (TREC)

Title: Board Relations & Executive Assistant

Company: The Real Estate Council (TREC)

Location: Dallas, TX

The Real Estate Council (TREC) is a nonprofit, professional organization for the commercial real estate industry. We connect members across the industry through networking, leadership development, and advocacy. Our work also supports community investment through TREC Community Investors, which focuses on neighborhood revitalization efforts across the region. At our core, we bring people together to strengthen both the industry and the communities we serve.

Position

The Board Relations and Executive Assistant for The Real Estate Council and TREC Community Investors. The Executive Assistant has primary responsibility for board relations, support for the President & CEO, and assistance in the daily office operations of the organization. 

This is a full-time, in-office position based in Dallas, TX.

Essential Functions

To provide general administrative management for the organization – focusing on efficient and effective operations that support all functions and staff for The Real Estate Council organization. This includes coordination with technology and telecommunications providers, and general office operations – including working with building property management to ensure that the office is run in a safe and professional manner. The responsibilities also include administrative support to the President & CEO as well as board liaison for the various Boards of Directors and Committees as needed. General administrative support to TREC and TREC Community Investors Boards of Directors including planning meetings, setting agendas in coordination with the President & CEO, preparing presentations, and managing logistics. 

The individual must be very intuitive, self-directed, and capable of providing recommendations on decisions regarding the operations of the office. The position requires a high degree of professionalism, confidentiality, organizational skills, and the ability to manage a complex calendar. Attention to detail and accuracy are essential, as well as sensitivity to the nature of board relations.

This position also requires a high degree of problem-solving capability, initiative, and the ability to work without supervision under pressure. The individual must be extremely flexible, possess the ability to multi-task and prioritize duties in response to the demands of the day-to-day activities of the organization. The position demands well developed people skills, tact, professional demeanor, and the ability to communicate effectively with individuals at all levels of the organization, including board members, volunteers, civic leaders, and public officials.

Skill Requirements and Competencies

• Communications: Strong organizational and interpersonal skills. Excellent verbal and written communicator with ability to express ideas and thoughts clearly in all settings including presenting at board level and public events.  
• Relationship Building: Ability to build and grow long term relationships across diverse communities with members, overall business community, and volunteers, while persuasively representing our organization’s mission.
• Strategic Thinking: Develops strategies for membership development and engagement and positioning TREC as the premier business organization in North Texas and the most influential commercial real estate organization in the state.
• Innovative: Develops new approaches and ideas, displays creative thinking and willing to take on new challenges.
• Industry Expertise: Basic knowledge of commercial real estate industry is preferred. Knowledge of industry is essential for particular roles. 
• Leadership Focus: Demonstrates persistence, overcomes obstacles, and pursues excellence. Proactively identifies opportunities, sets and achieves challenging goals, and acts with courage under pressure. Leads by example with integrity, respect, and commitment to organizational values, inspiring others.
• Professionalism: Must be confident, articulate and poised with the ability to represent TREC as an organization.
• Operational Effectiveness: Demonstrates dependability and effective time management by working in an organized, efficient manner. Reliably prioritizes tasks, balances team and individual responsibilities, and manages multiple projects in a fast-paced environment. Takes initiative, supports team success, and maintains a positive, can-do attitude.
• Teamwork: Contributes to building positive team spirit, puts success of team and organization above own interests.  Support all events and programs.
• Technical Skills: Excellent computer, software, and database skills. Excellent ability to manage budgets.
• Physical Requirements: Requires prolonged standing, prolonged stationary position, frequent walking or movement, and the ability to lift objects weighing up to 20 lbs.
• Education: Bachelor's degree in Business Administration, Communications, Management or other related field is highly preferred.

Specific Job Duties Include

Board Relations

• Prepare board reports and slide decks for Board Meetings, distribute board packages in advance of Board and Executive Committee meetings in accordance with schedule.
• Handle arrangements for TREC and TREC CI Board Meetings and Executive Committee meetings, Legacy Leaders Dinners, Board Orientation, and other events and dinners as requested. This may include catering, venue selection, and staffing.
• Management of board meetings (preparation, minutes, and record-keeping)
• Maintenance of board minute books and other legal documents.
• Update electronic and printed collateral materials relating to board members and committee members.
• Maintain board information and other member information in Nimble including meeting attendance, board-related event attendance, board member engagement and volunteer time.

Executive Assistant

• Calendar management includes scheduling, changing, and reconfirming CEOs calendar.
• Management of the staff calendar.
• Monitoring and management of the CEO’s e-mail, as needed.
• Misc. administrative responsibilities: effective written correspondence both email and other for President, travel arrangements, expense reports, organization, contact list maintenance, and coordination of all files in conformance with record retention policy. 
• Coordinate service vendors for all major office equipment, technology, and telecommunications with directions from Sr. Director of Finance and Operations. 
• Manage administrative portals for office software including individual employee permissions (Zoom, Adobe Creative Suite, Amazon Business, etc.)
• Provide administrative support to HR for employee onboarding/offboarding (user account activation/deactivation, desk set up, schedule departmental overview meetings, etc.)
• Train new hires in the use of office equipment and policies
• Responsible for facilities management – working with Building Management and staff regarding office space, fire drills, space upkeep (lighting, AC, etc.)
• Ensure understanding of Disaster Recovery Plan and Business Continuity Plan as it is developed and train all staff on the plans.
• Manage all office equipment needs – both acquisition and maintenance and ensure continuous support for the office.
• Coordinate office supply purchases and maintain supplies including kitchen and general supplies focusing on expense control and reduction.
• Manage all aspects of office – work with staff in ensuring kitchen and work areas are clean and orderly, maintain meeting spaces, and prepare rooms in advance for all meetings.
• Manage and ensure instructions are maintained current for all staff members relative to any office operations requirements.
• Monthly expense reporting on office vendor accounts
• Execute the tactical plan and assign tasks for any initiatives involving office organization (furniture installation or removal, annual office clean out)
• Work with staff to ensure proper coverage exists during office hours, including answering phones and voicemail.
• Participate in budgeting process with team and create monthly expense reports of office vendor accounts and supplies.
• Identify opportunities for process improvement in management of essential functions.
• Coordinate staff meetings, birthdays, celebrations, etc. Serve as a liaison to the staff “fun committee”.
• Ensure adherence to company file retention policy.
• Represent the organization at events and programs hosted by The Real Estate Council organization.
• Assistance to other management team members, as needed 
• Assist with all meetings setup (catering, water, soda, badges etc.) and clean up
• All other duties as requested by the President & CEO