Administrative Assistant

Overview

We are seeking a highly organized, creative, and detail-oriented Administrative Assistant to join our team. This multifaceted role is responsible for supporting the daily operations of the association through accounts receivable and payable functions, member services, administrative support, technology management, event coordination, and marketing communications. The ideal candidate is a self-starter with strong customer service skills, financial and administrative experience, and a talent for creating engaging visual and digital communications.

In addition to office administration, this position plays a key role in maintaining the Association's online presence through website management, social media content creation, graphic design, and marketing support for committees, educational programs, and special events. Proficiency in Canva, Microsoft Office, website management, and social media platforms is highly desirable. The successful candidate will thrive in a fast-paced environment, demonstrate exceptional attention to detail, and possess the ability to manage multiple projects while providing outstanding service to members, volunteers, and leadership.

Administrative

• Function as the liaison for all committee chairs to the Association Executive
• Assist committee chairpersons with projects during the year
• Assist committees with event promotion, marketing materials, and member communications
• Research products and services for the board
• Inventory and ordering of office supplies
• Run errands and pick up orders or supplies as requested
• Assist all members with SENTRILOCK questions
• Assist all members with questions about Rapattoni (our portal)
• Update yearly BOD and committee forms
• Update NBR website for all yearly/monthly updates as they arise
• When meetings, classes, or room rentals are requested in the education center, set up the room with tables and chairs
• Function as a back-up on phone calls to the office
• Other duties as needed

Accounts Receivable

• Process due billings in Rapattoni for Quarterly Key Fees and Yearly State, National, and Local Dues
• Creates charge codes in Rapattoni, so the CPA knows where everything is coded
• Rapattoni create Monthly/Yearly Batches (These are codes for billing purposes)
• Receive and process payments
• Pull AR and membership lists monthly, quarterly, and yearly
• Post deposits and payments
• Process and deposit RPAC donations

Accounts Payable

• Receive and code invoices from vendors and post for payments
• Process payments for NBR
• Issue checks for remittance for vendors and members for state and national dues (refunds, per diem, etc.)
• Issue all checks
• Make all bank deposits

Tech Needs

• Created the Norman Board of REALTOR® website and update as needed
• Design flyers, CE class flyers, tickets, invitations, banners, and promotional materials for events throughout the year using Canva and other design platforms
• Create customized marketing pieces and branding materials to support committees, membership events, educational programs, and community outreach initiatives
• Create PowerPoint presentations for each yearly president at Membership Meetings
• Assist CE teachers with Zoom classes and submit CSV files to OREC
• In the Rapattoni system, list everyone who was present in each class and remove those who were not in attendance
• Manage and maintain the Board’s social media platforms, ensuring content is current, engaging, and aligned with organizational goals
• Develop social media graphics, event promotions, committee spotlights, and membership announcements to increase engagement and visibility
• Create and schedule social media content to promote classes, events, sponsorships, RPAC activities, and committee initiatives
• Collaborate with committee chairs to create flyers, graphics, digital campaigns, and promotional materials for committee events and programs
• Create QR codes for sign-in sheets and event registration materials
• Create Google Form surveys
• Make all documents fillable for online use (voting, awards, applications, etc.)
• Provide creative design support, including layout, branding, and visual content creation for board communications and member resources
• Utilize Canva, Adobe tools, and other design software to create professional marketing and communication materials for print and digital distribution

Pay: $15.00 - $18.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $15 - $18