About Us
We are a growing Real Estate Investment and Management Co. overseeing a diverse portfolio of residential, commercial, industrial, and medical properties across Canada. With a strong presence in Ontario and Atlantic Canada, we are focused on strategic acquisitions, operational excellence, and long-term asset growth.
As our portfolio continues to expand, we are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support senior leadership and assist with the day-to-day administration of our growing real estate operations.
Position Overview
The Real Estate Executive Assistant will work directly with ownership and senior management, providing administrative, operational, and organizational support across various aspects of the business. This role is ideal for someone who enjoys a fast-paced environment, possesses exceptional organizational skills, and can confidently manage multiple priorities while maintaining professionalism and attention to detail.
The successful candidate will play a key role in supporting real estate operations, acquisitions, leasing, tenant communications, scheduling, reporting, and project coordination.
Key Responsibilities
- Provide direct administrative support to senior leadership and ownership
- Manage calendars, meetings, appointments, and travel arrangements
- Coordinate and organize company files, contracts, leases, and correspondence
- Assist with preparation of reports, presentations, proposals, and business documents
- Manage email communications and follow-up on action items
- Support leasing activities, including advertising, applicant screening, and tenant communications
- Assist with tenant inquiries, maintenance requests, and service coordination
- Coordinate vendors, contractors, and service providers across multiple properties
- Maintain accurate records within property management software and company databases
- Assist with real estate acquisitions, financing packages, and due diligence documentation
- Track project deadlines and ensure timely completion of assigned tasks
- Support payroll, invoicing, accounts payable, and general office administration as required
- Help coordinate company meetings, events, and staff communications
- Perform special projects and other administrative duties as assigned
- Manage and maintain calendars using Microsoft Outlook Calendar and Google Workspace to coordinate appointments, showings, and meetings.
- Handle phone inquiries with professional phone etiquette, utilizing multi-line phone systems and front desk responsibilities.
- Assist with data entry, filing, and document management to ensure accurate record-keeping.
- Prepare and proofread correspondence, listings, contracts, and other documents using Microsoft Office and DocuSign platforms.
- Support bookkeeping activities through QuickBooks and perform basic bookkeeping tasks as needed.
- Provide exceptional customer service to clients, vendors, and team members throughout all interactions.
- Assist with administrative tasks such as proofreading documents, organizing files, and managing office supplies.
- Support the team with clerical duties including typing, filing, and general office organization to ensure smooth daily operations.
Qualifications
- 2+ years of administrative, executive assistant, real estate, or office management experience preferred
- Experience in real estate, property management, construction, legal, or financial services is considered an asset
- Exceptional organizational and time-management skills
- Strong verbal and written communication abilities
- Ability to prioritize tasks and work independently
- Professional, positive, and service-oriented attitude
- High level of discretion and confidentiality
- Comfortable working in a dynamic and entrepreneurial environment
- Proven experience in an administrative or clerical role; real estate or office experience is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications.
- Familiarity with QuickBooks for bookkeeping purposes.
- Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
- Excellent communication skills, including phone etiquette and professional correspondence.
- Ability to handle data entry accurately and proofread documents meticulously.
- Experience working with multi-line phone systems and front desk operations preferred.
- Knowledge of DocuSign or similar electronic signature platforms is advantageous.
- High level of professionalism, reliability, and attention to detail; ability to adapt from part-time to full-time employment based on performance.
- This role provides an engaging environment for candidates eager to grow within the real estate industry while developing their administrative expertise in a supportive team setting.
Pay: $45,000.00-$60,000.00 per year
Benefits:
- Commuter benefits
- Flexible schedule
- Mileage reimbursement
- On-site parking
- Paid time off
Experience:
- Real Estate: 2 years (preferred)
- Office Administration: 2 years (preferred)
Work Location: Hybrid remote in Barrie, ON
