Executive Assistant

**Company Description** RE/MAX Millennium Real Estate is a top-performing real estate brokerage with 4 offices across Ontario, it is recognized as one of the fastest growing RE/MAX offices in the world (2022 and 2023). This role is based in Oakville, ON, we specialize in residential and commercial real estate, providing expert guidance in buying, selling, and investing in properties. Our office 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 RE/MAX Millennium Real Estate in Oakville, ON. The Executive Assistant will directly report to the Broker of Record, manage executive support, communication facilitation, and daily administrative tasks. Additionally, they will oversee key operations in recruiting, transaction coordination, marketing, and administration. **Key Responsibilities** **1. Administrative Management** - Oversee all administrative functions of the Broker of Record's business, ensuring smooth daily operations. - Develop, manage, and maintain efficient systems for the Broker of Record's client management, lead tracking, and office administration. - Handle office equipment, vendor relations, and oversee procurement of essential supplies - Prepare and maintain deal sheets, contracts, and other key transaction-related documents using the deal tracker, ensuring accurate data entry and maintenance. - Act as the primary liaison between internal departments (marketing, transaction coordination, legal, and finance teams) to ensure efficient deal finalization and timely execution. - Oversee office maintenance, organization, and cleanliness, including managing cleaners and mail distribution. - Provide hospitality services, including greeting and seating guests, offering beverages, and ensuring a welcoming environment. - Manage Broker of Record's calendar and meetings, ensuring optimal scheduling, avoiding double bookings, and allocating appropriate travel time between appointments. - Assist with workshop planning, preparation, and execution, providing on-site support as needed. - Support office tenants with administrative or facility-related concerns. - Follow the weekly and monthly administrative task list, ensuring all essential tasks related are completed on schedule. **2. Recruitment & Onboarding** - Lead all aspects of the Brokerage's recruitment efforts, including sourcing, outreach, and appointment scheduling for prospective agents joining the office. - Plan and execute ad campaigns specifically targeting agent recruitment - Attend weekly recruitment meetings, providing insights on strategy, challenges, and performance updates. - Conduct competitive research to identify high-performing agents at other brokerages, build a target database, and initiate outreach for office - Manage the onboarding process for new agents joining, coordinating with RE/MAX Millennium’s marketing and operations teams to ensure a smooth transition. - Provide ongoing support for new agents during their onboarding phase, addressing inquiries and ensuring they have the necessary resources to integrate into the office - Follow up with recruitment leads to maintain engagement and nurture prospects interested in joining the brokerage - Enter and maintain recruitment leads in the CRM system, ensuring data accuracy and tracking for RE/MAX Millennium's recruitment efforts. **3. Marketing & Social Media Support** - Oversee and execute real estate marketing initiatives for the Broker of Record, including "For Sale," "Sold," and "Just Listed" property posts. - Create and manage branded social media content for RE/MAX Millennium Oakville, utilizing design templates for transaction-related announcements. - Monitor and manage engagement on RE/MAX Millennium Oakville’s social media pages, responding to inquiries and comments. - Utilize social media scheduling tools (e.g., Plan) to optimize content distribution for RE/MAX Millennium Oakville. - Leverage CRM tools to track, analyze, and enhance lead generation efforts for RE/MAX Millennium Oakville. - Design and edit marketing assets using platforms like Canva and CapCut, including graphics, short-form videos, and reels for RE/MAX Millennium Oakville. - Manage new agent onboarding into the NOVA CRM, ensuring that agents joining brokerage are properly set up. - Provide ad hoc marketing support for RE/MAX Millennium Oakville’s agents, assisting with tasks such as coordinating with printing companies for signs, business cards, and other promotional materials. - Act as a liaison between admin and deals teams, ensuring smooth communication and issue resolution. **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. -