What are the responsibilities and job description for the Association Executive (AE) position at Historic Highlands Association of Realtors?
About Us
The Historic Highlands Association of REALTORS® (HHAR) is a local professional trade association serving REALTORS® and real estate industry professionals in Western Maryland. Our mission is to support our members through education, advocacy, professional development, and resources that strengthen the real estate industry and the communities we serve.
We are seeking a dependable, organized, and personable part-time Association Executive to manage the association's daily administrative operations and provide excellent service to our members.
This position is ideal for someone who enjoys working independently, managing a variety of responsibilities, and supporting a professional, community-focused organization.
Key Responsibilities
Membership & Office Administration
- Serve as the primary point of contact for member inquiries by phone and email.
- Maintain accurate membership records, databases, and related documentation.
- Process membership applications, renewals, invoices, and payments.
- Assist members with access to association resources, programs, and services.
- Manage routine office correspondence, records, supplies, and administrative functions.
Financial & Bookkeeping Support
- Maintain routine bookkeeping records using QuickBooks.
- Enter bills, process invoices, record deposits, and track payments.
- Prepare financial information and supporting documentation for the Treasurer, Board of Directors, and association accountant.
- Assist with routine financial reporting.
- Maintain organized and accurate financial records.
Meetings, Events & Education
- Provide administrative support for Board of Directors, committee, and general membership meetings.
- Prepare meeting materials, agendas, minutes, and related correspondence.
- Assist with coordinating association events, educational programs, and member orientations.
- Manage event registrations and communications using association software.
- Assist with continuing education course administration and occasional class proctoring.
Association Operations & Communications
- Maintain and update association information, member communications, and digital resources.
- Assist with email announcements, newsletters, and basic social media updates.
- Support annual membership elections and association activities.
- Coordinate with Maryland REALTORS®, the National Association of REALTORS®, and other industry partners as needed.
- Assist association leadership with administrative reporting, annual compliance requirements, and special projects.
- Perform other related duties as assigned by the Board of Directors.
Qualifications
Required:
- High school diploma or equivalent.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
- Basic bookkeeping knowledge and familiarity with QuickBooks.
- Ability to work independently, prioritize tasks, and meet deadlines.
- Professional, friendly, and service-oriented approach to working with members and the public.
Preferred:
- Previous experience in office administration, light bookkeeping, nonprofit organizations, or professional associations.
- Experience with membership management software, such as GrowthZone.
- Familiarity with event coordination, email marketing, or social media.
- Knowledge of the real estate industry is helpful but not required.
Work Schedule & Compensation
- 18 paid hours per week
- Tuesday, Wednesday, and Thursday, 9:00 AM–3:30 PM, including a 30-minute unpaid lunch break each day
- Hourly compensation up to $20.00, depending on qualifications and experience
- Primarily office-based in Cumberland, Maryland
- Occasional local travel or attendance at association events and meetings may be required
Why Join HHAR?
This is an opportunity to play an important role in a respected local professional organization while enjoying a consistent part-time schedule.
You'll work closely with association leadership, support local real estate professionals, and contribute to programs that benefit our members and communities.
We value initiative, reliability, professionalism, and a willingness to learn.
How to Apply
Interested candidates should submit a current résumé and a brief cover letter describing their relevant administrative, bookkeeping, and customer service experience.
The Historic Highlands Association of REALTORS® is an equal opportunity employer.
Pay: Up to $20.00 per hour
Expected hours: 18.0 per week
Work Location: In person
Salary : $20