Administrative Assistant

JOB POSTING

Position: Administrative Assistant

Reports to: Managing Director

Job Type: Full Time

ABOUT RENNIE

rennie brings a thoughtful, people-first approach to real estate, supporting our clients and communities for over 50 years. With a growing team of 400+ (including home office staff and real estate advisors), we provide trusted sales, marketing, and advisory services.

rennie is a place for fundamentally good humans. That means we treat others with respect, celebrate what makes us different, and hold one another to high standards - with kindness and clarity. We exist to educate, inspire and empower.

WHAT WE OFFER

At rennie, our people are at the heart of everything we do. We believe the best workplaces are rooted in trust, shaped by empathy, powered by growth, and elevated by excellence. That means:

• You start with trust — autonomy and integrity are expected and encouraged.
• Growth is a priority — your development is supported and celebrated.
• Care is non-negotiable — kindness, fairness, and respect are how we show up.
• Excellence is collaborative — we hold high standards with high support, striving to deliver impact with care.

To support you in doing and being your best, we offer:

• Learning and development opportunities to support your personal and professional growth.
• Comprehensive health and wellness benefits.
• Flexibility where possible, with clear expectations and the trust to do meaningful work.
• A culture of collaboration, fairness, and feedback - where your contributions matter.
• A workplace where you belong from day one - valued for who you are, not just what you do.

ABOUT THE OPPORTUNITY

We're looking for an Administrative Assistant to join our home office team, and to provide high-quality support to senior leaders and their teams. This role is central to how our business operates: organizing schedules, coordinating projects, preparing materials, and managing client interactions. It's well suited to someone who is organized, communicative, and takes initiative to keep things moving smoothly.

If you have experience providing administrative support to leaders in fast-moving environments, and take pride in delivering thoughtful, accurate work, we encourage you to apply.

WHAT YOU'LL DO

Leadership & Team Support

• Act as the first point of contact for senior leaders, ensuring communication between teams and clients is timely and professional.
• Manage calendars and meeting logistics, including scheduling, materials, and follow-up.
• Prepare leaders for client meetings, internal reviews, and presentations.
• Coordinate logistics for events, site visits, and speaking engagements.

Administration and Coordination

• Draft and edit correspondence, reports, and presentations with accuracy and attention to detail.
• Maintain organized systems for digital and physical documents, ensuring easy access and version control.
• Process expenses, invoices and billing, and budget tracking with attention to detail.
• Coordinate travel plans and itineraries.
• Track meeting attendance, distribute agendas and materials, and capture meeting minutes when required.

Project and Information Management

• Track priorities and milestones using tools such as Asana or Google Sheets.
• Conduct background research to support business initiatives and prepare recommendations or summaries for leadership review.
• Monitor technology vendor contracts and assist with renewals or updates by: coordinating discovery and vendor meetings, analyzing usage/spend, and analyzing data to identify cost optimization opportunities.
• Build and maintain spreadsheets, generate reports, and conduct data analysis using intermediate Excel functions to support resource planning and project management.

Collaboration and Office Support

• Anticipate upcoming leadership needs or issues, and address them without prompting.
• Partner with the Administrative/Office Services teams to ensure office operations are fully supported and covered.
• Assist with other related tasks as assigned by the broader leadership team.

WHAT YOU BRING

Education and Experience

• 3+ years of experience in an office administrative role in a fast-paced, professional environment
• Previous experience providing reliable, high-quality support to senior leaders or executives

Desired Knowledge, Skills and Abilities

• Strong communication and writing skills, with a high level of English fluency and the skill to engage effectively with internal teams and external clients.
• Highly organized and proactive, able to manage competing priorities with urgency and efficiency while maintaining accuracy, follow-through, and professional standards.
• Sound judgment and discretion when handling confidential information.
• Collaborative, dependable and adaptable - with a focus on solutions and steady progress even when plans evolve.
• Comfortable working with data and digital systems to analyze trends, identify opportunities, and make recommendations.
• Proficiency with Google Workspace and Microsoft Office (especially Excel); familiarity with Asana, Salesforce, or similar tools is an asset.

WORKING CONDITIONS

• Our home office is located just outside of Granville Island in Kitsilano and this role is primarily office based with some flexibility to work remotely

SALARY INFORMATION

The typical base salary for this specific position is from $52,000 to $65,000. The salary offered is based on a number of relevant business and candidate factors including education, job-related knowledge, skills, experience, and organizational needs. We also have a performance based bonus program that supports our employees by recognizing exceptional individual performance and company success.

How to Apply: Are you interested in working for an industry leader alongside an amazing team?

Please apply here:

We thank all candidates for their interest, however, only select individuals will be contacted.

I can't be me unless I let you be you. - Bob Rennie

At rennie, we understand that experience comes in many forms. We don't just accept differences, we celebrate them. We're proud to hire from a variety of backgrounds and are dedicated to adding new perspectives to our team.

For more information, visit