Real Estate Executive Assistant
Kitchener, ON | Full-Time | In Person
Real estate is about people, relationships, and trust. It also moves fast.
I'm inviting the right real estate professional to become an integral part of my business. You're passionate about delivering an exceptional client experience, naturally think one step ahead, spot opportunities to improve, and enjoy making things happen behind the scenes.
You'll work directly alongside me, have a voice in the business, and make a meaningful impact every day. Your ideas will be heard, your work will be valued, and you'll play an important role in what's next.
This isn't a typical Executive Assistant position... because this isn't a typical real estate business. We work hard, celebrate often, and genuinely enjoy what we do.
If you enjoy variety, you'll fit right in. If you're looking for the exact same day over and over again... this probably isn't it.
Our tagline is "We've Got The Moves" but it isn't just about moving boxes. It's about the way we do business. We believe real estate should be personal, memorable, and a little fun. Building relationships and creating memorable experiences are at the heart of everything we do.
Accuracy matters. You're organized, dependable, communicate well, follow through, and catch the little things before they become bigger problems.
What You'll Be Doing
Transaction Coordination
- Prepare listing, buyer, and transaction documentation using Webforms and MLS.
- Verify, enter, and maintain accurate listing and client information.
- Coordinate residential real estate files from listing or buyer consultation through closing.
- Communicate with clients, Realtors, lawyers, lenders, inspectors, and other service providers to keep every transaction moving smoothly.
- Monitor key dates, deadlines, and documentation to ensure nothing falls through the cracks.
Operations & Client Experience
- Coordinate listing preparation, appointments, photographers, trades, cleaners, staging, and client communication.
- Attend listing appointments and client meetings when appropriate.
- Visit properties to install lockboxes, signs, and feature sheets (if RECO licensed).
- Help improve systems and keep the business running smoothly.
Marketing & Events (the fun stuff!)
- Assist with listing launches, social media, newsletters, photography, video, and other marketing initiatives.
- Help maintain a consistent and recognizable brand across all client-facing materials.
- Plan, coordinate, and attend client appreciation events throughout the year.
- Help organize memorable experiences like family movie nights, golf tournaments, pumpkin patch events, skating parties, holiday celebrations, client giveaways, and other community events.
- Capture photos and video content that showcases our clients, community, and brand.
CRM & Administration
- Maintain an organized Follow Up Boss CRM.
- Support client follow-up, workflows, and day-to-day administrative processes.
- Look for opportunities to improve systems, efficiency, and the overall client experience.
One week you might be coordinating a closing. The next you could be helping organize a client appreciation event, filming a property video, or setting up for a pumpkin patch or holiday celebration. That's part of what makes this role so rewarding.
Please note: This is a full-time, in-person position based in Kitchener. Regular travel to properties, appointments, and events is part of the role, so a valid Ontario driver's licence and reliable transportation are required.
What Will Help You Succeed
- Current or previous Ontario real estate licence preferred.
- Experience working in residential real estate is strongly preferred.
- Experience with MLS, Webforms, Follow Up Boss, Canva, Meta Business Suite, or similar platforms is considered an asset.
- Excellent communication, organizational, and time management skills.
- Exceptional attention to detail.
- Positive, proactive, and able to work independently while managing multiple priorities.
If you're reading this and thinking, "This sounds like me," I'd love to hear from you!
Pay: $24.00-$30.00 per hour
Benefits:
Application question(s):
- Tell me about your experience working in residential real estate. This could include licensed sales, transaction coordination, administration, brokerage support, client care, or other related experience.
- Tell me about your experience coordinating residential real estate transactions from listing through closing. If you haven't done this directly, tell me about a role where you managed multiple deadlines, documents, and people at the same time.
- This is a full-time, in-person position based in Kitchener, Monday through Friday (37.5 hours/week). Are you able to commit to this schedule?
- What stood out to you most about this opportunity, and why do you think you'd be a great fit?
- Which real estate, marketing, or business software have you used professionally? (Indicate all that apply.)
Follow Up Boss, Matrix, Webforms, ShowingTime, BrokerBay, DocuSign, Canva, CapCut, Skyslope, Meta Business Suite, Microsoft Office.
Experience:
- Real Estate : 1 year (preferred)
Licence/Certification:
Work Location: In person
