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 experience—for 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 “bird’s-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 We’re 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 accountability—identifies 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

Executive Assistant/Office Manager

Job Description