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Real Estate Executive Assistant

2 weeks ago

Vaughan, Ontario, Canada Keller Williams Legacies Realty Full time $60,000 - $90,000 per year

Team:
Sameer Realty Group

Location:
Vaughan, ON

Position Type:
Full-Time

About the Role

We are seeking a highly organized, proactive, and detail-oriented
Executive Assistant
to support a top-producing Realtor in managing and growing their real estate business. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities at once, and has a passion for delivering exceptional client service.

The Executive Assistant will act as the right-hand partner to the Realtor—handling day-to-day operations, managing administrative tasks, coordinating transactions, managing the CRM, handling social media, and ensuring the business runs efficiently.

Key Responsibilities

  • Administrative Support
  • Manage the Realtor's calendar, schedule appointments, and coordinate meetings.
  • Handle email management, phone calls, and client communications on behalf of the Realtor.
  • Prepare reports, presentations, and marketing materials.
  • Transaction Coordination
  • Assist with preparing, reviewing, and managing real estate documents and contracts.
  • Track transaction deadlines to ensure compliance and timely closings.
  • Coordinate with clients, lenders, lawyers, and other parties to move deals forward smoothly.
  • Marketing & Client Relations
  • Support marketing efforts including listing presentations, social media posts, newsletters, and open house promotions.
  • Maintain and update CRM/database to ensure accurate client information and follow-ups.
  • Provide a high level of customer service to clients, prospects, and partners.
  • Business Operations
  • Streamline systems, procedures, and checklists to improve efficiency.
  • Monitor expenses, invoices, and assist with basic bookkeeping tasks.
  • Anticipate the Realtor's needs and proactively solve challenges before they arise.

Qualifications

  • 2+ years of experience as an executive assistant, administrative assistant, or in a similar role.
  • Exceptional organizational and time management skills with strong attention to detail.
  • Excellent written and verbal communication skills.
  • Tech-savvy; proficient with Google Suite/Microsoft Office, CRM platforms (e.g., Follow Up Boss, Top Producer, or similar), and social media platforms.
  • Ability to work independently and manage multiple priorities under tight deadlines.
  • Discretion and professionalism when handling confidential information.

What We Offer

  • Competitive salary with performance-based incentives.
  • Opportunity to grow within the real estate industry.
  • Collaborative, supportive, and fast-paced work environment.
  • Exposure to high-level real estate operations and client management.