Executive Administrative Assistant

Job Summary: We are on the lookout for a detail-oriented and highly organized Executive Assistant to support a leading Real Estate Broker in Vaughan. This pivotal role involves providing comprehensive administrative support to facilitate the efficient management of daily tasks and smooth operation of our dynamic real estate business. The ideal candidate will be a self-starter, adept at independently handling complex tasks and developing integrated operational systems with minimal supervision. Key attributes include exceptional communication skills, meticulous attention to detail, and a resourceful approach to problem-solving and task execution. Join our team and play a crucial role in enhancing the productivity and effectiveness of one of the top real estate producers in the Greater Toronto Area.

Responsibilities:

Administrative Support: Assist the real estate agent with administrative tasks such as managing schedules, coordinating appointments, answering phone calls, and responding to emails promptly.

Document Management: Prepare and maintain accurate and organized real estate documents, contracts, listings, and other paperwork as required.

Client Communication: Serve as a point of contact for clients, providing them with professional and courteous assistance, answering inquiries, and addressing their needs promptly.

Database Management: Maintain and update client databases, ensuring accuracy and completeness of contact information, property details, and transaction records.

Listing Coordination: Assist in the coordination and preparation of property listings, including collecting property information, uploading photos and descriptions to various online platforms, and ensuring accurate and appealing presentations.

System Integration and Process Optimization: Develop and implement integrated systems to streamline administrative and operational processes. This includes identifying inefficiencies, proposing innovative solutions, and managing the adoption of new systems and technologies to enhance productivity.

Marketing Support: Collaborate with the agent to execute marketing strategies, including creating and distributing promotional materials, managing social media accounts, and organizing open houses and other events.

Research and Analysis: Conduct market research, gather property information, and assist in the preparation of comparative market analysis (CMA) reports to support pricing and decision-making processes.

Office Management: Maintain office supplies and equipment, organize files and records, and assist with general office management tasks as needed.

Transaction Coordination: Support the agent in coordinating real estate transactions, ensuring all necessary paperwork, inspections, and deadlines are met in a timely manner.

Confidentiality: Handle sensitive information with the utmost confidentiality and maintain strict adherence to ethical and legal standards.

Qualifications:

Previous Experience: Proven experience in an administrative or office support role is preferred. Familiarity with the real estate industry is a plus but not required.

Organizational Skills: Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines efficiently.

Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, colleagues, and stakeholders.

Attention to Detail: Meticulous attention to detail in handling paperwork, data entry, and document management.

Tech-Savviness: Proficiency in using standard office software (e.g., Microsoft Office Suite) and real estate management tools. Knowledge of customer relationship management (CRM) software is advantageous.

Professionalism: Maintain a professional appearance and demeanour, displaying integrity, confidentiality, and a customer-focused approach.

Flexibility: Adaptability to changing priorities and willingness to assist with a variety of tasks as required.

Problem-Solving Skills: Ability to identify and resolve issues efficiently, exercising good judgment and resourcefulness.

Availability: Must be available to work flexible hours, including evenings and weekends, to accommodate the agent's schedule and real estate activities.

This is a part-time position, offering approximately 20 hours per week. Compensation will be commensurate with experience.

If you are a motivated individual looking to gain valuable experience in the real estate industry while providing essential administrative support, we encourage you to apply. Join our team and contribute to the success of our real estate agent and the satisfaction of our valued clients.

Job Types: Full-time, Part-time

Salary: $17.00-$30.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• On-site parking

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Woodbridge, ON L4L 8E4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (required)

Work Location: In person