POSITION OVERVIEW:

We are seeking a highly organized and self-motivated Executive Assistant to support our growing real estate team. This role requires a detail-oriented individual who thrives in a fast-paced environment, is a natural problem solver, and is comfortable working both independently and collaboratively. You will be responsible for a mix of administrative duties and client-focused support to assist the team and elevate our client experience.

QUALIFICATIONS:

• Previous administrative or real estate experience is an asset
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to work independently and take initiative
• Strong written and verbal communication skills
• Proficient in Google Workspace (Docs, Sheets, Gmail) and comfortable learning new platforms
• Familiarity with real estate tools or CRMs is a plus, but not a requirement
• Own a laptop and cellphone with reliable internet access

• Complete, file, and organize real estate paperwork and transaction documents including coordinating with lawyers, mortgage brokers and clients
• Update and maintain listings, marketing materials, and internal documents
• Assist with Canada Post mail-outs and general newsletter/email campaigns
• Conduct property searches based on client criteria and gather relevant property information
• Communicate with agents, clients, and vendors to obtain and verify property details
• Assist with client event planning
• Assist with searching for commercial leasing opportunities
• Create and send client follow up emails, cards, etc.
• Monitor client birthdays, milestones, etc. to stay top of mind
• Create and manage CRM including smart lists, follow ups, tagging leads, etc.

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• Identify and solve issues as they arise, proactively supporting team operations
• Attend periodic in-office meetings or team sessions as required