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Real Estate Executive Administrative Assistant

3 weeks ago

Kitchener ON NG W, Canada TN Realty Group Inc. Full time

Overview

TN Real Estate Group Inc. is seeking an Executive Administrative Assistant to manage a wide range of administrative and executive support tasks for the Real Estate Broker. You will be working directly for Thien Nguyen, Independent Broker with The Real Brokerage ("Real" – ) and founder of TN Real Estate Group Inc. Please check out Thien's bio here:

As a Real Estate Executive Administrative Assistant, you will manage Thien's schedule and communications, day-to-day tasks, and ensure that his professional obligations are fulfilled. Your role is vital as you work to grow and enhance our brand by building strong relationships with our clients and online communities through our social media platforms. You will be responsible for managing the end-to-end client relationship, assisting with all administrative tasks associated with selling and/or purchasing a property, and coordinating marketing initiatives.

You will also oversee and direct the Virtual Assistant (VA) to ensure tasks are completed accurately and on time. This is a great opportunity for someone who thrives on organization, structure, and efficiency, is meticulous with details, and can excel in an environment that often requires multitasking.

Key Responsibilities

  • Executive Support: Manage calendars, schedule appointments, coordinate meetings, and prioritize tasks for the broker.
  • Personal Support for Broker: Assist with select personal errands and tasks that ensure efficiency and focus, such as coordinating appointments, managing personal scheduling, and occasional errands
  • Transaction Management: Prepare and process transaction paperwork, contracts, deposits, and compliance documentation; ensure timelines are met.
  • Listing Coordination: Oversee MLS compliance, photography, staging, and showings; maintain accurate property records.
  • Client Experience: Track CRM accuracy, assist with client onboarding, manage gifting programs, and resolve client concerns promptly.
  • Marketing Support: Assist with social media content, client engagement initiatives, and preparation of marketing materials.
  • VA Oversight: Provide direction and quality control for the Virtual Assistant, ensuring tasks are completed accurately and on time.
  • Office Management: Maintain a clean, organized office environment; monitor and restock supplies; coordinate with vendors as needed.
  • Administrative Duties: Handle correspondence, maintain filing systems, order supplies, and support day-to-day office needs.
  • Confidentiality & Professionalism: Safeguard sensitive business and personal information with discretion.
  • Technology Proficiency: Utilize platforms such as Follow Up Boss, Google Suite, Dropbox, Rezen, Matrix MLS, Proptx, Sentrilock, BrokerBay, Authentisign, Webforms, and Canva (or equivalent of these programs and tools).

Qualifications

  • 3+ years of experience in real estate administration or executive assistance.
  • Experience managing or coordinating remote support staff (VA or equivalent).
  • Strong written and verbal communication skills.
  • Strong organizational skills with attention to detail, accuracy, and protocol.
  • Creative problem solver who actively seeks and suggests new systems and solutions.
  • Ability to execute duties professionally, maintaining confidentiality and discretion.
  • Excellent interpersonal skills and ability to build relationships with internal and external stakeholders.
  • Self-starter: highly motivated and resourceful team player able to manage multiple projects under tight deadlines.
  • Post-secondary education or certificate in related industry preferred.
  • Proficient with Microsoft Office Suite, Google Suite, and real estate CRMs (Follow Up Boss or similar).
  • Proficient in social media platforms including Facebook, Instagram, TikTok, and Canva.
  • Valid driver's license and own vehicle required.
  • Previous administrative/coordination experience in real estate required.
  • Valid driver's license and reliable transportation.
  • Ability to work independently and collaboratively in a team environment.
  • Flexible availability, including evenings/weekends as required.

What We're Looking For

  • A proactive, detail‑oriented professional who thrives on structure and efficiency.
  • Someone who can anticipate needs, solve problems creatively, and maintain confidentiality.
  • A strong communicator who enjoys building relationships with clients and colleagues.
  • Tech‑savvy, adaptable, and motivated to grow within a dynamic real estate team.

What We Offer

  • Competitive Salary: commensurate with experience
  • Vacation: Paid vacation entitlement.
  • Growth Opportunity: Exposure to a fast‑growing brokerage and the chance to expand your skill set in real estate administration and executive support.
  • Culture: A collaborative, entrepreneurial environment where initiative and accountability are valued.

Who Thrives Here

  • Individuals who love creating order from chaos and thrive in dynamic, fast‑paced settings.
  • Professionals who balance structure and adaptability, excelling at multitasking without losing attention to detail.
  • Team players who are motivated, positive, and personable, with a strong work ethic.
  • Those who enjoy being at the forefront of client relationships and brand building.

If this sounds like the perfect fit, we would love to hear from you Please send us a your resume and we hope to chat soon.

TN Real Estate Group Inc. is dedicated to a policy of non-discrimination on any basis including race, colour, creed, religion, national/ethnic origin, sex, age, family status, or sexual orientation.

Please note that all applicants must be legally eligible to work in Canada and must be willing to consent to a background check.

We thank all candidates for their interest. However, only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $50,000.00-$65,000.00 per year

Benefits:

  • Company events
  • Paid time off

Application question(s):

  • Do you own and always have access to a working vehicle?
  • Are you legally eligible to work for any employer in Canada?
  • What is your salary expectation for this position?

Experience:

  • Administrative: 3 years (preferred)
  • Real estate: 3 years (preferred)
  • Canva: 3 years (preferred)
  • Customer relationship management: 3 years (preferred)
  • Social media management: 3 years (preferred)
  • Google Suite: 3 years (preferred)

Licence/Certification:

  • Ontario Driver's license (required)

Willingness to travel:

  • 50% (required)

Work Location: In person