Executive Assistant

3 days ago

Whitby, Canada REMAX Full time

**Role Description**: Executive Assistant

**Role Responsibilities: Administrative Duties**:

- Acting as a liaison and first point of contact with internal and external customers, vendors and interacting with them in a professional and appropriate manner.
- Managing an executive’s daily schedule, setting up professional and personal appointments.
- Performing searches and providing information and feedback to the Team Leader for requested inquiries
- Understand and keeping up-to-date with the business’ organization structure, policies, goals, and objectives.
- General office upkeep and maintenance needed to ensure the office is running efficiently
- Managing Team Leader's calendar for appointments and meetings (i.e. coordinating, confirming or following-up on appointments
- Conducting Team Meetings, tracking business and weekly goals, and offering support where needed
- Delegating tasks where necessary to ensure daily items are being completed

**Client Experience Duties**:
**Database/Client Relationships Management**
- Prepare library template for Agent’s easy access to engage with clients
- Create & utilize a touch plan for database to stay top of mind and build repeat & referral business
- Prep client correspondence (mail-outs) for Team Leader to approve
- When appropriate, plan and execute client appreciation events (securing venue, finalizing and marketing plan, invitations etc... )
- Ensure timely follow-up and tasks are being completed by assigned agent

**Sale Coordination**:

- Review any received offers on listed properties to ensure accuracy of listed information
- Page out all registered or received offers to Showing Agent List
- Prepare synopsis and update for all received offers for Listing Agent’s review
- Ensure we have a fully signed offer & Co-Op Agent has the deposit instructions
- Follow up with condition expiries with co-op and all Waivers, Amendments or NOF’s have been received for the property and MLS is marked properly
- Prepare closing package (fully signed agreement, gift & sold sign) to be delivered to the client
- Coordinate the destage, sign removal and cleaning (if needed) for the property once sold
- Input all completed paperwork into paperless filing system
- Send all necessary documents to Lawyer on client’s behalf to prepare for closing
- Follow up with closings with an appropriate amount of time to ensure we are on track toclose
- Collect commission cheques when needed and provide to brokerage to payout
- Follow up with commission payout for team members and ensure accuracy if needed
- Any additional after-sale follow up tasks as needed **Team Accountability & Support**:

- Conduct weekly or biweekly meetings as necessary to keep team on track with our weekly, monthly, yearly goals
- Update Team Leader with any and all pertinent information relating to the team function
- Support the Team Leader with any and all functions, tasks and objectives to ensure items are being completed in a timely manner
- Business Plan with Team Leader to generate an annual goal to use as our guideline for the year

Applications will be reviewed Week of April 24th -28th.

**Job Types**: Full-time, Permanent

**Salary**: $45,000.00-$65,000.00 per year

**Benefits**:

- Paid time off
- Profit sharing

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay

**Experience**:

- Office: 1 year (preferred)

Work Location: In person

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