Executive Assistant

1 week ago

Toronto ON, 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.

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