Executive Assistant

Job Description for Executive Assistant

Executive Assistant (Part-Time) – Real Estate + Dance Studio (Hybrid / In-Person as Needed)

Additional pay: Commission pay (eligible; details provided in employment terms)

Job type: Part-time

Schedule: Monday to Friday (flexible scheduling within business needs)

Location: Hybrid – Saint John, NB (E2H 2H8). Not fully remote (in-person required as needed)

Language: French not required

Education: Secondary School (preferred)

Job Summary

We are hiring a highly organized, high-output Executive Assistant to support two fast-moving businesses: Real Estateand a Dance Studio. This role requires strong communication, excellent follow-through, and the ability to manage shifting priorities while keeping operations, marketing execution, and client communication running smoothly.

This is a hybrid position and will not always be remote. Occasional in-person support is required for studio operations, events, meetings, and time-sensitive tasks.

Key ResponsibilitiesOperations & Admin (Both Businesses)

• Manage email and communications with professional, timely responses
• Coordinate calendars, schedules, priorities, and follow-up tasks
• Keep files, templates, records, and systems organized and up to date
• Submit weekly reporting (call logs, appointment logs, timesheets)

Marketing Execution (Both Businesses)

• Execute social media marketing (content scheduling, posting, coordination, asset organization)
• Support newsletters (drafting, scheduling, list management, basic tracking)
• Maintain content calendars and organized media folders

Website + Online Store Support (Both Businesses)

• Update website pages and content (class info, service pages, bios, FAQs, announcements, policies)
• Create and update landing pages and basic site sections as needed
• Upload and manage online store products (titles, descriptions, pricing, photos, variants, inventory/availability, collections/categories)
• Maintain clean, accurate formatting (image sizing/cropping, product organization, broken link checks)
• Ensure updates are consistent with brand standards and current offers
• Support basic SEO and site hygiene (meta titles/descriptions, headings, redirects where applicable, keeping content current)

(Platform experience is a plus: Squarespace, Shopify, or similar.)

Dance Studio Support

• Registration and billing (tuition, competition fees, costume charges)
• Parent/family communication and inquiry management
• Event coordination (competitions, rehearsals, photo sessions, venue bookings, recital support)
• Order costumes and studio supplies as needed

Real Estate Support

• Daily lead follow-up (calls/texts/emails) using the Universal Call Back Script
• Schedule/confirm CMAs and BAAs; coordinate with Outside Sales Agents
• CRM data entry and accuracy (log interactions, update statuses, ensure follow-up is completed)
• Listing administration and data entry: input listing details (features, measurements, inclusions/exclusions, documents, marketing notes) and keep listing files complete and organized
• Post-appointment client follow-up and nurturing

Flexibility & Role Scope

The responsibilities listed describe the core role. Because this position supports two businesses, priorities can shift. You may occasionally be assigned other reasonable tasks aligned with operations, marketing execution, digital updates, and client support.

Qualifications / Requirements

• Strong written and verbal communication
• Excellent organization, time management, and attention to detail
• Comfortable with calls/texts/email follow-up and using scripts
• Tech confident (CRM systems, scheduling tools, office software, social platforms, email marketing, website CMS, online store tools)
• Ability to multitask, prioritize, and execute independently
• Professionalism, discretion, and confidentiality
• Administrative experience preferred (real estate, client service, arts administration is an asset)
• Bonus: basic design/copy skills (Canva, simple photo resizing, clean formatting)

How to Apply (Required)

Please include:

• Resume
• Short intro (why you're a fit)

Job Type: Part-time

Pay: $20,800.00-$30,000.00 per year

Education:

• Secondary School (preferred)

Work Location: Hybrid remote in Saint John, NB E2H 2H8