Executive Assistant

6 days ago

East York, Canada The Heaps Estrin Team Full time

**Job Summary**
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.

**Responsibilities**:
**Administrative Support**:
**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 Journey Management:_ Support the implementation of the client journey for Cailey’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 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.
- _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 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.

**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.

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

Pay: $65,000.00-$80,000.00 per year

Additional pay:

- Bonus pay

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Store discount
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Weekends as needed

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

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