Purpose of Role:

The Executive Assistant, allows the Team Leader to focus on sales generation by managing a complete range of administrative support services for the real estate sub brokerage. Understanding that flexible hours will be required in order to exceed client expectations that will include at times evenings and weekend.

Role Accountabilities:

• Strategically plans, co-ordinates and maintains scheduling of the Team Leader including anticipating, planning and execution for events and meetings of all types, travel arrangements, logistics, and document preparation
• Provide the Team Leader with administrative support such as phone calls and email handling, errands and appointments, filing, faxing and scanning
• Manage calendar including: organization, tracking of reminders & appointments
• Coordinating all administrative functions of the office in a professional and confidential manner, handling information requests, and other clerical functions
• Coordinate and organize meetings, conference calls, training programs, vendor relationships, travel arrangements and their related materials as required
• Maintains office administration by organizing office operations and procedures by adhering to established filing and checklist systems
• Effectively manage the accounts payable and accounts receivable with auditing precision while consistently reconciling on-time
• Overseeing daily tasks/priorities to prepare new listings to go on market in a timely manner, ensuring existing listings are in top quality showing condition
• Ensuring Client satisfaction throughout the buyer/seller transaction meets the highest standards set by the CEO/Team Leader
• Interacts regularly with Clients, team members, vendors and other agents with complete professionalism, tact and discretion
• Liaison with team members and Clients including driving to appointments on behalf of Team Leader
• Be available during office hours during the week and occasionally on weekends, with the understanding that sometimes longer hours may be required in order to exceed client expectations

Required experience:

• Expert level in calendar, email and meeting managment with a consistent track record of delivering high quality results
• Confident in your capabilities with the ability to manage upwards
• Having top-notch writing and communication skills is an absolute must
• Emotional intelligence in understanding how your the CEO/Team Leader is feeling and being attentive to their needs in order to make their work more efficient and effective
• Detailed-oriented personality who thrives in problem-solving situations
• An eye for continous improvement and competent in utilizing the best digital tools that can help save time

Job Type: Full-time

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care
• Work from home

Schedule:

• Day shift

Ability to commute/relocate:

• Ajax, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Is your schedule flexible to meet the dynamic needs of clients?

Education:

• Secondary School (required)

Experience:

• Executive Assistance: 2 years (required)
• Administrative: 2 years (required)

Licence/Certification:

• driving License and insurance (required)

Work Location: Hybrid remote in Ajax, ON

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