Executive Assistant

5 days ago

Toronto Ontario, Ontario, Canada Heaps Estrin Real Estate Team Full time

At Heaps Estrin, we pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.


The Heaps Heaps Estrin Team is seeking a highly organized and proactive Executive Assistant to support Cailey Heaps, President and CEO, and our Chief Growth and Innovation Officer. The ideal candidate will excel in both administrative and sales support functions, ensuring the seamless management of Cailey’s professional responsibilities and execute on delivering a seamless and memorable client journey.


Duties and Responsibilities:


Administrative Support:

  • Email and Calendar Management: Manage Cailey’s professional email accounts, prioritize messages, draft and send responses, and organize her calendar, scheduling meetings, appointments, and events.
  • Meeting Coordination: Prepare agendas, take detailed meeting notes, and ensure follow-ups are tracked and completed. Arrange logistics for in-person and virtual meetings.
  • Document Management: Maintain and organize documents, files, and records. Prepare correspondence in the voice of Heaps Estrin executives.
  • Travel Arrangements: Book and manage travel itineraries and accommodations for business and personal trips, ensuring all details are coordinated and communicated effectively.
  • Personal Assistance: Assist with personal tasks related to Cailey’s endeavours, such as managing rental properties and other personal projects, in a limited capacity.
  • Call Management: Triage incoming calls and connect the caller to the appropriate team member.

Sales and Client Relationship Management:

  • Follow Up Boss & SISU Management: Oversee the daily operation of Follow Up Boss (CRM) and SISU (Sales Platform), ensuring all tasks, follow-ups, and client communications are executed efficiently.
  • Client Communication: Draft and send emails on behalf of Cailey, acting as her voice in important communications. Ensure timely and professional correspondence with clients and stakeholders.
  • Client Journey Management: Support the implementation of the client journey for Cailey’s clients by monitoring touch points, managing timelines, and ensuring SISU and Follow Up Boss tasks are completed. This includes coordinating with Co-Pilot agents to ensure all client-facing materials are tailored and prepared on schedule.
  • Client and Referral Gifting: Manage client and referral gifts for Cailey, including selecting, purchasing, and sometimes coordinating the drop-off or pickup of gifts to ensure a personalized and memorable experience.

Strategic Support:

  • Event Coordination: Assist with planning and execution of events, including scheduling, logistics, and communication with participants.
  • External Engagement: Collaborate with the Chief of Staff and marketing department to prepare Cailey and other executives to attend and present at conferences, business development opportunities and awards submissions.


Qualifications:

  • Experience: Minimum of 5 years of experience as an Executive Assistant, preferably in a real estate or sales environment.
  • Skills: Exceptional organizational and time management skills, strong communication and interpersonal skills, and the ability to manage multiple priorities. Proficient in Microsoft Office Suite, G-Suite (Google Drive and Gmail primarily), and CRM systems, particularly Follow Up Boss.
  • Attributes: High level of discretion and confidentiality, proactive problem-solving abilities, detail-oriented, and a team player.
  • Education: A degree or diploma in Business Administration or a related field is preferred.


Additional Requirements:

  • Valid G level driver’s license and access to a vehicle.
  • Ability to manage email correspondence on evenings and weekends.

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Adecco Full time

    Executive Assistant job opening in Toronto, ON (C-Suite)We are currently seeking top talent for an exciting Executive Assistant job opening in Toronto, Ontario. In this full-time, temporary opportunity, you will be responsible for providing detailed administrative support to 2 busy C-Suite leaders with heavy calendaring, travel and expenses. As an...

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Peak Associates Limited Full time

    The Executive Assistant will be critical to maintaining organization, priorities and optimal business practices for the corporate team and Executive. You have a strong understanding of how to effectively support busy teams in a fast-paced setting and take pride in making an impact as a valued member of the team.Responsibilities Include (not limited...

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Fuze HR Solutions Full time

    Comprehensive Job Description: Receptionist and Licensed Executive Assistant (LOPE)Position Title: Receptionist and Licensed Executive Assistant (LOPE)Location: Downtown TorontoEmployment Type: Full-TimeWhy Join Our Client in Downtown Toronto?Located in the heart of downtown Toronto, our client offers more than just a job—it’s a chance to grow your...

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Options Consulting Solutions Full time

    EXECUTIVE ASSISTANTFULL-TIME DOWNTOWN TORONTO Salary up to $100KDo you have extensive experience supporting top executives in a corporate environment?Are you keen to offer a mix of traditional executive support with innovative ideas?Are you motivated by the opportunity to make a positive and lasting impact?Are you interested in being essential to the success...

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Brunel Full time

    Executive AssistantToronto, ONContract: 6 monthsIntroductionBrunel is seeking candidates for a Toronto-based Team Administrator to support our mining clients Corporate Affairs & Communications team across North America. The role calls for a motivated, highly organized, and detail oriented administrative professional with exceptional verbal and written...

  • Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Options Consulting Solutions Full time

    EXECUTIVE ASSISTANTFULL-TIME – Downtown Subway/Union Station Are you an organized, proactive, and detail-oriented individual?Do you have experience supporting busy executives with their busy roles?Do you have excellent communication skills and love to be planned for all outcomes? The CompanyOur Client is a leading professional services firm who believes in...

  • Executive Assistant, XM

    3 days ago

    Toronto, Ontario, Ontario, Canada Community Agency Full time

    Community is a creative lifestyle marketing communication agency that caters to a diverse and discerning group of clients. Our number one goal has always been to deliver. We deliver on commitments, we deliver on effective strategies, we deliver distinctive and focused ideas, and we do so with passion and integrity. Each member of our talented team brings...

  • Executive Assistant to Chief Executive Officer

    3 days ago

    Toronto, Ontario, Ontario, Canada Professional Staffing Full time

    Are you a highly organized and proactive professional? We’re looking for an Executive Assistant to manage key priorities, support leadership, and ensure seamless operations. If you thrive in dynamic environments and excel at anticipating needs, we want to hear from you!Key ResponsibilitiesManage the CEO’s calendar with a high level of organization,...

  • Project Coordinator and Executive Assistant

    3 days ago

    Toronto, Ontario, Ontario, Canada Summit Search Group Full time

    About Our Client: Our client is a leader in senior executive recruitment. Position Scope:Our client is seeking a motivated Project Coordinator & Executive Assistant to join their Toronto office. This position directly supports the Managing Partner, as well as other Partners in the firm, and will play a critical role in ensuring seamless project delivery,...

  • Executive Assistant, Executive Vice President

    1 month ago

    Toronto, Ontario, C6A, Ontario, Canada Humber River Regional Hospital Full time

    Position Profile Humber River Health. Lighting New Ways In Healthcare. Since opening our doors in 2015 as North America’s first fully digital hospital and we remain unwavering in our belief that we can change the hospital where we work, the community where we live, and the world of healthcare beyond our borders. Serving a community of 850,000 residents...

  • Executive assistant

    4 weeks ago

    Toronto, Ontario, Ontario, Canada Anywr Canada Full time

    Job position based in Montréal or TorontoVous êtes organisé(e), proactif(ve) et passionné(e) par le marketing ? Notre client, leader dans le secteur des affaires, recherche un(e) Assistant(e) Exécutif(ve) en Marketing pour soutenir son Chief Marketing Officer (CMO) et son équipe marketing senior.Ce poste clé offre l’opportunité de contribuer à des...

  • Executive Assistant

    2 months ago

    Toronto, Ontario, Canada beBee Professionals Full time $35,000 - $50,000

    We are seeking a highly skilled Executive Assistant to join our team at beBee Professionals in Toronto. The successful candidate will be responsible for providing executive-level support to our office operations, ensuring that our office runs efficiently and effectively.Key Responsibilities:Provide executive-level support to the office team, including...

  • Executive Assistant

    2 months ago

    Toronto, Ontario, Canada beBee Professionals Full time $35,000 - $45,000

    We are looking for an Executive Assistant to support our office operations at beBee Professionals in Toronto. As an Executive Assistant, you will be responsible for providing administrative support, ensuring the smooth day-to-day functioning of our office.Key Responsibilities:Manage office correspondence, including emails and phone calls.Schedule meetings...

  • Executive Assistant

    1 month ago

    Toronto, Ontario, Canada City of Toronto Full time

    Job Title: Executive AssistantJob Summary:We are seeking an experienced Executive Assistant to provide high-level administrative support to the Executive Director of the City of Toronto. The successful candidate will be responsible for managing the Executive Director's schedule, coordinating travel arrangements, and preparing correspondence and reports.Key...

  • Executive Assistant

    2 weeks ago

    Toronto, Ontario, Canada Ener3 Solutions Inc Full time

    About the RoleWe are seeking an experienced and highly organized Executive Assistant to join our team at Ener3 Solutions Inc. As an Executive Assistant, you will be responsible for providing administrative support to our leadership team and contributing to the overall success of our organization.Key ResponsibilitiesProvide administrative support to senior...

  • Executive Assistant

    3 weeks ago

    Toronto, Ontario, Canada NORTHUMBERLAND COLLEGE Full time

    Job Description:We are seeking an experienced Executive Assistant to join our team at Northumberland College. As an Executive Assistant, you will be responsible for providing administrative support to our management team and ensuring the smooth operation of our office.The successful candidate will have a strong background in administration, with experience...

  • Executive Assistant

    4 weeks ago

    Toronto, Ontario, Canada THINK SIGNS INC Full time

    Job SummaryTHINK SIGNS INC is seeking an experienced Executive Assistant to provide high-level administrative support to our team. The successful candidate will have a proven track record of providing exceptional support, managing complex tasks, and maintaining a high level of confidentiality.Key ResponsibilitiesProvide administrative support to senior...

  • Executive Assistant

    3 weeks ago

    Toronto, Ontario, Canada The Guri Group Inc Full time

    Job SummaryWe are seeking an experienced and organized Executive Assistant to join our team at The Guri Group Inc. As an Executive Assistant, you will be responsible for providing administrative support to our management team, ensuring the smooth operation of daily activities, and maintaining a high level of professionalism in all interactions.Key...

  • Executive Assistant

    3 weeks ago

    Toronto, Ontario, Canada YASH WINDOW INDUSTRY LTD Full time

    We are seeking an experienced and organized Executive Assistant to join our team at YASH WINDOW INDUSTRY LTD. This is a permanent full-time opportunity that offers a competitive salary range of $60,000 - $80,000 per year, depending on experience.Job Summary:The Executive Assistant will provide administrative support to our management team, ensuring the...

  • Executive Chef Assistant

    3 weeks ago

    Toronto, Ontario, Canada Comal y Canela traditional Mexican kitchen Full time

    Job Title: Executive Chef AssistantWe are seeking a highly skilled and experienced Executive Chef Assistant to join our team at Comal y Canela traditional Mexican kitchen.