Executive Assistant

5 days ago

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

Job Title: Executive Assistant - Real Estate Team


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


About The Heaps Estrin Real Estate Team

  • The Heaps Estrin Real Estate Team is a leading real estate brokerage in Central Toronto. We've grown from a small business into one of Toronto's most successful and respected real estate brokerages due to our unwavering commitment to client service, unparalleled market knowledge, and industry-leading marketing approach.
  • We are proud to consistently produce results above market averages and provide an experience that inspires repeat and referral business (which we consider the highest honour).
  • We live where we work and care about our neighbours and community. We must build relationships based on integrity, trust, and mutual respect. This is foundational to us personally and professionally.


Key Responsibilities


Administrative Support:

  • Email & Calendar Management: Manage the executive's professional email accounts, prioritize messages, draft and send responses, and organize the 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 & personal trips, ensuring all details are coordinated and communicated effectively.
  • Personal Assistance: Assist with personal tasks related to the executive's endeavors, 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 the executive, acting as their voice in important communications. Ensure timely and professional correspondence with clients and stakeholders.
  • Client Journey Management: Support the implementation of the client journey for the executive's clients by monitoring touchpoints, 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 the executive, 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 the executive and other executives to attend and present at conferences, business development opportunities and awards submissions.


Qualifications:

  • Experience: Minimum of 3-5 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.


What We Offer:

  • Competitive salary within the range of $75,000-82,000 annually.
  • A dynamic work environment with opportunities for professional growth.
  • The chance to work closely with a leading figure in the Toronto real estate market.


How to Apply:

Interested candidates should submit their resume and a cover letter detailing their relevant experience and explaining why they are the ideal candidate for this role. Applications can be sent to the designated contact person.

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