Executive Assistant

**Position Overview**

This on-site role supports Michelle Fraser in maximizing productivity, sales generation, and team leadership by overseeing both executive-level administrative support and daily operational excellence. You will serve as a key liaison across all departments, ensuring seamless coordination, communication, and follow-through that aligns with the team’s mission of delivering world-class real estate services.

**Key Responsibilities**

1. Executive Support
- Own and manage the Team Leader’s calendar, meetings, appointments, and travel logistics
- Prepare meeting agendas, presentation materials, and follow-up action plans
- Run personal and professional errands as needed to support the Team Leader’s effectiveness
- Serve as a strategic gatekeeper, prioritizing time and access based on urgency, alignment, and client Care

2. Operations Oversight
- Lead day-to-day operations, ensuring all systems (e.g., EOS, Sisu, Follow Up Boss, Google Workspace) are optimized and followed
- Manage office administration: supplies, equipment, tech troubleshooting, filing, and compliance
- Coordinate agent onboarding, resource access, checklists, and internal team updates
- Track and report team KPIs, listing performance, lead conversion, and revenue goals
- Implement and monitor SOPs across departments to ensure team-wide efficiency

3. Transaction Coordination & Listing Management
- Oversee all listing and buyer transactions from contract to close with client-first communication
- Coordinate staging, photography, marketing materials, and property readiness
- Ensure listings are entered accurately into MLS, broker platforms, and public websites
- Monitor showing feedback, listing activity, and reporting metrics to the Team Leader

4. Finance & Bookkeeping
- Support accounts payable/receivable in coordination with head office
- Track team expenses, vendor invoices, and reconcile statements
- Maintain logs of reimbursements, commission splits, referral payouts, and monthly financial summaries

5. Communication & Relationship Management
- Liaise with clients, vendors, partners, and team members with tact and diplomacy
- Maintain database integrity and lead tracking systems in Follow Up Boss
- Respond to client needs, requests, and updates with urgency and excellence
- Assist in event coordination, team celebrations, and client appreciation efforts

**Required Skills & Attributes**
- Highly organized with exceptional attention to detail
- Able to prioritize tasks and solve problems independently
- Calm under pressure and adaptable to change
- Strong communication skills - verbal and written
- Tech-savvy with experience in CRM, project management, and productivity tools
- Energetic, team-oriented, and committed to long-term growth within the Fraser Group

**Technical Tools Used**
- CRM: Follow Up Boss
- Marketing/Reporting: Sisu, Canva, Google Analytics
- Operations: EOS/Traction, Google Workspace, Slack, Asana
- Financials: QuickBooks, Google Sheets

**Compensation & Benefits**
- Competitive salary based on experience
- Growth opportunities within a high-performing team
- Ongoing professional development
- Team events and incentive bonuses tied to performance

**Our Core Values**
- Integrity. Innovation. Impact.
- We exceed expectations. We move fast. We care deeply about our clients and each other.

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

Pay: From $55,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

Work Location: In person