Are you hard-working and detail-oriented? Love systems, processes, and procedures? Enjoy a fast-paced work environment with lots to do? Love serving people and checking things off your to-do list? Are you someone that consistently goes above-and-beyond to do a great job and to deliver great customer service? Ready to join the exciting world of real estate? We should talk!
Executive Assistant needed for a top-ranking Real Estate Agent looking to grow a Team in the Etobicoke area. With the help of this individual, the agent is hoping to focus more on selling Real Estate and much less on the back-end / daily administrative tasks. We are looking for an exceptional candidate who is willing to go above and beyond.
The ideal candidate will possess a background in Real Estate; however, this is not a requirement. The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere. This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team.
Compensation :
- Salary Range : $65,000-$75,000
- Paid Time Off (PTO)
- Stipend Benefits
- Bonuses - Considered after a 60-day period
- Rapid growth potential
Compensation :
65,000 - $75,000
Responsibilities :
Admin & Executive Support
Arrange, book, and confirm showings, including route planning and scheduling for David and clients.Anticipate the CEO’s needs, ensuring he is at the right place, on time, for the right reasons.Monitor and manage the CEO’s calendar and email, maintaining inbox organization, composing emails, and following up as needed.Track follow-up activities, action items, and prepare materials in advance of meetings.Transaction & Client Management
Oversee contracts through closing, including offer writing and necessary paperwork, ensuring timely completion through daily follow-ups.Handle client intake : Welcome emails, Fintrac forms, property searches, and gathering all necessary information.Act as the first point of contact for clients, agents, and stakeholders, resolving inquiries and issues independently when possible.Keep the lead agent informed of critical issues and communicate regularly with clients to monitor deadlines, ensure completion, and follow up post-sale for testimonials.Maintain ongoing communication with agents regarding transaction milestones, missing documents, and compliance status.Digital & Marketing Support
Manage CRM, ensuring accurate client tagging, inputting new contacts, and implementing appropriate touch campaigns.Oversee social media : Create content calendar, post daily, engage with audience, and manage reviews.Develop marketing initiatives, including newsletters, client gifts, birthday cards, and listing brochures.Coordinate listing-related tasks : Booking photographers, stagers, sign installations / removals, and pamphlet production.Business Development & Operations
Maintain and develop the Operations Manual and training portal for new team members.Manage business tools : Asana action plans, Google Drive organization, bookkeeping, and transaction tracking.Plan and execute client appreciation events : Venue booking, logistics, invitations, and communications.Handle recruitment : Interview, onboard, and train new agents and admins.Oversee business planning, run morning meetings, and manage agendas.Qualifications :
Highly organized with strong attention to detail.Resourceful, tech-savvy, and quick to learn new systems.Excellent multitasking and time management skills, able to handle multiple projects simultaneously.Self-motivated and independent while effectively supporting a team.Strong verbal and written communication skills with problem-solving abilities.Maintains discretion, confidentiality, and a customer service mindset.College degree and social media experience preferred.Real Estate License is an asset, but not required.Comfortable working with strong personalities.Detail-oriented with a passion for to-do lists.Positive CAN and WILL DO attitude—committed to doing whatever it takes to free agents to focus on sales.About Company
As a 2024 ReMax Professionals Top 10 agent, David is proactive, strategic, and communicative. His results speak for themselves : He is in the Top 1% of the Toronto Real Estate Market.
Coaching and education are his core values, which led him to form the David Rubel Realtor Team. This allows him to share his knowledge with talented realtors, creating a team that upholds the same high standards and level of service. To David, nothing is more important than relationships.
In his spare time, he enjoys stand-up comedy, cooking, and combining those interests to make people laugh with their mouths full.
