Executive AssistantOffice Manager

Executive Assistant / Office Manager

Confidential Real Estate Team
Full-Time In-Office

About the Opportunity

We are a high-performing client-focused real estate team seeking an exceptional Executive Assistant / Office Manager to act as the operational backbone of our business. This is a dynamic multi-functional role that blends executive support office management client experience and marketing coordination.

This position is ideal for someone who thrives in a fast-paced environment takes initiative and is motivated by delivering a best-in-class experiencefor both clients and team members.

The Role

This is not a traditional administrative position. You will be responsible for leading processes anticipating needs and ensuring seamless execution across the business. You will maintain a birds-eye view of operations connecting client experience transactions marketing and team coordination.

Success in this role requires critical thinking accountability and the ability to operate independently while consistently producing high-quality work.

Key Responsibilities

Client Care & Experience

• Serve as the first point of contact for clients and visitors delivering a warm professional experience
• Act as the client concierge ensuring every interaction reflects care and attention to detail
• Support clients post-offer acceptance (calls updates answering questions coordinating next steps)
• Review and initiate new transactions ensuring accuracy and completeness from the outset
• Proactively monitor transaction progress and communicate updates to clients
• Coordinate with referral partners and manage thoughtful client gifting and follow-ups
• Deliver elevated personalized experiences (e.g. milestone recognition unexpected gestures)

Marketing & Event Coordination

• Support the planning and execution of marketing initiatives (campaigns mail-outs database management)
• Research develop and implement marketing plans with leadership input
• Coordinate events and client engagement initiatives (including occasional client events and fundraisers)
• Maintain and improve marketing systems processes and documentation

Team & Culture Support

• Coordinate team activities including lunches events and celebrations
• Maintain awareness of team preferences (birthdays dietary needs etc.)
• Support registration and logistics for training conferences and events
• Contribute to a positive thoughtful and engaging team environment

Office & Operations Management

• Oversee day-to-day office operations ensuring supplies and materials are fully stocked
• Prepare and manage client and listing materials (including print packaging and go kits)
• Manage office keys and coordinate access as needed
• Maintain and organize storage inventory including tracking and system updates
• Ensure all operational systems run smoothly and efficiently

What Were Looking For

Core Competencies

• Highly proactive with a strong sense of ownership and initiative
• Ability to work independently and drive projects from start to finish
• Strong critical thinking and problem-solving skills
• Strategic mindset with the ability to see the bigger picture
• Exceptional attention to detail and pride in work quality
• Excellent communication skills (written and verbal)
• Professional polished and client-focused demeanor

Mindset & Approach

• Takes full accountabilityidentifies issues owns them and implements solutions
• Anticipates needs and next steps without direction
• Resilient and solution-oriented when plans shift or challenges arise
• Committed to delivering consistently high standards in every task
• Passionate about creating exceptional client and team experiences

Experience & Skills

• Previous experience in an Executive Assistant Office Manager or Operations role
• Experience in real estate or transaction-based environments is a strong asset
• Comfortable managing multiple priorities in a fast-paced setting
• Proficiency in English (written and spoken) required
• Experience with CRM systems marketing coordination or project management tools is an asset

Why This Role

• Opportunity to play a key leadership role behind the scenes of a successful business
• High level of autonomy and ownership
• Collaborative supportive team environment
• Ability to make a meaningful impact on both client experience and business operations