Executive Assistant

4 weeks ago

Oakville, Canada The Tahir Team - REMAX Millennium Real Estate Full time

**Company Description**

The Tahir Team at RE/MAX Millennium Real Estate is a top-performing real estate team with over 20 years of combined experience, serving clients across Ontario. Based in Oakville, ON, we specialize in residential and commercial real estate, providing expert guidance in buying, selling, and investing in properties. Our team is dedicated to client satisfaction, fostering relationships, and ensuring a seamless real estate experience.

**Role Description**

This is a full-time, on-site role for an Executive Assistant at The Tahir Team - RE/MAX Millennium Real Estate in Oakville, ON. The Executive Assistant will manage executive support, expense reports, communication facilitation, and daily administrative tasks. Additionally, they will oversee key operations in listing management, transaction coordination, marketing, and administration.

**Key Responsibilities**

1. Listing Manager
- Oversee seller transactions from initial contact to executed purchase agreement.
- Prepare listing materials: pre-listing presentation, Listing Agreement, disclosures, comparative market analysis, property profiles, etc.
- Coordinate property photos, staging, repairs, cleaning, signage, lockbox, access, and marketing activities.
- Obtain necessary signatures for agreements and disclosures.
- Provide weekly feedback to sellers on showings and marketing.
- Coordinate public and broker open houses.
- Input listing information into MLS, marketing websites, and update regularly.
- Ensure file compliance by submitting documentation to the office broker.
- Manage client database and transaction systems.

2. Transaction Coordinator
- Oversee buyer & seller transactions from executed purchase agreement to closing.
- Coordinate title/escrow, mortgage, and appraisal processes.
- Assist in repair negotiations and ensure repairs are completed.
- Maintain regular communication with clients, agents, title officers, and lenders.
- Manage documentation submission for compliance.
- Coordinate moving schedules and possession details.
- Schedule and attend closings.
- Input client information into the database and schedule follow-up calls (30, 90, and 120-day).
- Provide referrals and follow-up service post-transaction.

3. Marketing Director
- Manage the client database and create consultation packages for buyers and sellers.
- Coordinate listing and open house flyers, graphics, signage, and marketing materials.
- Manage and update agent websites, blogs, online listings, and newsletters.
- Assist with enhancing the agent’s social media presence and tracking online leads.
- Plan and coordinate client and vendor appreciation events.
- Collect and manage client testimonials for marketing use.
- Assist with recruiting campaigns for potential agent hires.

4. Administrative Manager
- Oversee the administrative aspects of the agent’s business.
- Develop and manage systems for client management, lead tracking, and office administration.
- Maintain agent financial systems, including budgets, bill payments, and bank accounts.
- Manage office equipment and supply purchases.
- Create and maintain a business operations manual and employment contracts.
- Oversee recruiting, hiring, and training of future administrative hires.
- Hold agents accountable for lead generation activities.
- Ensure agents focus on listing, showing properties, negotiating contracts, and lead generation.

**Qualifications**
- Strong experience in executive administrative support and management.
- Proficiency in handling expense reports and financial tracking.
- Excellent communication and organizational skills.
- Strong attention to detail, problem-solving abilities, and confidentiality.
- Proficiency in Microsoft Office and office suite.
- Proficiency in Social Media Management and Content Creation.
- Prior experience in real estate or a related field is an asset.
- Ability to multitask and manage time efficiently in a fast-paced environment.

Pay: $40,000.00-$45,000.00 per year

**Benefits**:

- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- Lead generation: 1 year (preferred)
- Content creation: 1 year (required)
- Microsoft Office: 1 year (required)
- Administrative experience: 1 year (required)

Licence/Certification:

- Driving License (required)

Work Location: In person

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