WCAR Is Hiring A New Association Executive!

JOB DESCRIPTION

Job Title: Association Executive
Hours: Full-time Monday through Friday; in office
Reports to: WCAR current President, past President, and incoming President (ongoing)
Wage: $50,000-$75,000 salary depending on experience.  No relocation assistance provided.
Benefits: Health insurance, paid leave, flexible hours, paid educational opportunities
Deadline: Submit Cover Letter & Resume to WCAR by March 27, 2024, for first consideration.  We will continue to accept applications until the position has been filled.  Applications can be submitted to: job@wcar.net.  

 

SUMMARY

The Whatcom Association of REALTORS® (WCAR) is a vibrant professional membership organization (non-profit) supporting REALTOR® and Affiliate members.  The goal of WCAR is to provide superior education and support in pursuit of professional excellence in the real estate profession, as well as advocacy for property rights, fair housing, and community relationships.  The Association Executive ensures that all Association operations are effectively and efficiently completed in accordance with the Association’s strategic plan (e.g., mission & goals), bylaws, policies, procedures, Core Standards, and budget.  This includes, but not limited to, administrative support, office management, membership services, finance, event planning, internal communications* and compliance.  

*The Board of Directors, Committee Chairs, and the Government Affairs Director are responsible for most external communication including public & government affairs, press releases, marketing plans.

 

PRIMARY RESPONSIBILITIES

The following list of responsibilities includes but is not limited to a general description of this position’s duties, while a more specific list of tasks & expectations will be provided after being hired.  At any time, the Board of Directors (BOD) can add to or remove items from either list.

  • Administrative – Carries out and/or oversees all administrative tasks of the Association such as business document creation, management of secure document storage system, database management, building maintenance, bill paying, answering phones & emails, bookkeeping, payroll, office equipment & computer maintenance, etc.
  • Financial – Oversees the Association finances to include:  anticipates and manages the Association’s long and short term financial goals, in conjunction with the Executive Committee; ensures all funds, physical assets, and association property are properly safeguarded and administered; exercises control of the association budget and all arrangements to meet financial obligations; assists CPA in the preparation of annual IRS reporting and yearend financial statements; provides regular financial reports as needed.  
  • Member Services – This position is primarily responsible for managing the Association’s interactions with the Washington and National Associations of REALTORS®, the membership brokerages and the designated brokers of the brokerages, and the members at large.  Building on these established relationships and continuously improving those relationships is paramount.  Manages membership services like completing annual membership dues billing & processing, effectively responding to all member questions & concerns, preparing member communications as needed, handling disputes, initiating procedures or programs to improve relationships and encourage membership satisfaction & growth, etc.
  • Leadership Development & Support – Ensures the leadership of the Association (BOD and Committee Chairs) are well informed, trained and prepared to perform their duties.  This includes gathering and concisely sharing appropriate information from national, state, and other local associations, as well as staff or membership issues, affiliate concerns, and any other information relating to the needs of the Association.  Creates and implements procedures to make sure all levels of the Association are also successfully sharing information both internally and externally.  When relevant, provides advice as needed and works to ensure successful relationships at all levels.
  • Event Planning – Assists leadership with meeting and event planning including site selection & preparation, contract negotiations, agenda & materials preparation, marketing plans implementation, travel arrangements, etc.
  • Human Resources – Oversees temporary and/or permanent administrative staff to include hiring, training, & supervising staff; assigning and overseeing tasks; advocating for staff needs; ensuring a safe and supportive workplace for all staff & volunteers; performance reviews & assessment of staffing needs, etc.
  • Compliance – Ensures the association’s compliance with National Association of REALTOR® Core Standards requirements, local Association Bylaws, organizational policies & procedures, human resource laws, etc. 
  • Project Management – Efficiently & effectively manages projects in a timely manner with multiple deadlines.  Keeps a finger on the pulse of the Association and makes suggestions and follows up with leadership on ways to improve efficiencies, financial success, compliance, communication, and member & staff satisfaction.

 

QUALIFICATIONS

Knowledge, Skills & Abilities

  • Superior organizational skills with the ability to multitask and prioritize competing projects and objectives.  
  • Working knowledge of business equipment and computers including networks, VOIP Phone Systems, Windows platform, online filing systems, copiers, printers, databases, online scheduling programs, etc.
  • Proficient in Microsoft Office software, especially Outlook, Excel & Word.  Knowledge of Zoom.
  • Demonstrated success in working independently without supervision.
  • Excellent oral and written communication skills including ability to speak clearly & concisely and effectively communicate in large groups.
  • Demonstrated ability to successfully collaborate in challenging situations to reach positive resolutions.  
  • Successful candidate cannot have an active real estate broker or managing broker license.  

Required Education & Experience

  • High school diploma or equivalent; bachelor’s degree and/or advanced education preferred.
  • Minimum 4 years office administration experience including filing, creating organizational systems, financial management, data entry, using multi-line phones, drafting business correspondence, etc.
  • Minimum 4 years customer service experience.
  • Minimum 2 years management and/or leadership experience.
  • Professional board staff experience highly desired.
  • Prefer event and travel planning experience.
  • Prefer human resources experience such as employee hiring, training & supervising, and creating & implementing HR policies & procedures.

Work Environment & Physical Demands (accommodations will be considered)

  • Ability to view and enter data over long periods of time.
  • Rare work in the evenings.
  • Occasional travel for business or educational related opportunities.
  • Ability to reach with hands & arms, stoop, kneel and lift and/or move up to 25 pounds.