Executive Assistant to Realtor

How to Apply: Send your resume and cover letter to

Position Overview We are seeking a highly organized, proactive, and resourceful Executive Assistant to support a top-producing Realtor and business owner. This role is designed for a high-performing professional who can manage both business and personal responsibilities, ensuring the CEO's time is optimized and the weight of day-to-day tasks is lifted from their shoulders. The ideal candidate thrives in a fast-paced environment, can handle hundreds of moving parts at once, and takes pride in being the right hand to a visionary leader.

Key Responsibilities

Real Estate & Business Support

• Manage scheduling of showings, client appointments, open houses, and meetings.

• Prepare, proof, and coordinate real estate contracts, offers, amendments, and closing documents.

• Oversee listing preparation: photography, staging, marketing material, MLS uploads, signage, and lockbox management.

• Coordinate with clients, lawyers, mortgage brokers, contractors, and other third parties.

• Track active transactions, deadlines, and compliance to ensure seamless closings.

• Assist with lead management, CRM updates, and follow-up communications.

Business Execution & Operations

• Act as a project manager for various business ventures and initiatives.

• Handle research, reporting, and preparation of presentations or proposals.

• Support hiring, onboarding, and coordination with internal/external team members.

• Oversee vendor relations and ensure operational systems run smoothly.

• Manage invoices, receipts, and light bookkeeping tasks in coordination with accountants.

Personal & Administrative Support

• Manage the CEO's calendar, travel arrangements, reservations, and errands.

• Prioritize incoming communications (email, phone, text) and respond on behalf of the CEO when appropriate.

• Anticipate needs and proactively resolve issues before they arise.

• Handle personal tasks and special projects that free up the CEO's focus and energy.

Qualifications

• Previous experience as an Executive Assistant, Real Estate Assistant, or in a high-demand support role.

• Strong understanding of real estate processes (OREB/OACIQ knowledge is an asset).

• Tech-savvy: comfortable with CRMs, Microsoft Office/Google Workspace, project management tools, and real estate platforms (MLS, Treb/OREB/OACIQ, DocuSign, etc.).

• Exceptional organizational skills with the ability to juggle multiple priorities.

• Excellent written and verbal communication in English (French is an asset).

• Discreet, trustworthy, and able to handle sensitive information.

• Solution-oriented mindset with the ability to think ahead and take initiative.

What We Offer

• A dynamic and entrepreneurial work environment.

• The opportunity to play a critical role in the growth of multiple businesses.

• Competitive compensation based on experience.

• Long-term career potential with growth opportunities as the organization expands.

This job is best suited for someone who is ambitious, loyal, thrives on variety, and takes pride in being indispensable.

Job Type: Full-Time 8:30am - 4:30pm with occasional weekends, evenings and on-call.

Location: In person - 165 Pretoria Avenue, Ottawa ON K1S 1X1

Language: Fluent in English and French

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• Casual dress
• On-site parking
• Paid time off

Ability to commute/relocate:

• Ottawa, ON K1S 1X1: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have any Real Estate Experience?

Education:

• Secondary School (required)

Experience:

• Administrative: 2 years (required)
• Customer service: 3 years (required)

Language:

• French (required)
• English (required)

Work Location: In person