Licensed 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 naturally think one step ahead, spot opportunities to improve, and want to help shape what's next.
Providing an exceptional client experience is at the heart of everything I do. I believe buying or selling a home should be one of the most authentic, memorable, and enjoyable experiences a client has.
If you're inspired by making a difference, genuinely care about people, and take pride in delivering an exceptional client experience, I think we'd be a great fit.
This isn't a typical Executive Assistant position.
If you've spent years selling real estate and have discovered that you love the operations, client care, and behind-the-scenes side of the business even more, this role may be exactly what you're looking for.
This is a unique opportunity to combine transaction coordination, client care, marketing, social media, and licensed real estate responsibilities into one rewarding role. You'll be involved in nearly every aspect of the business, helping deliver an exceptional client experience while keeping everything running smoothly behind the scenes.
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.
Attention to detail is critical. Accuracy matters. I'm looking for someone who communicates well, follows through, stays organized, and catches the little things before they become bigger problems.
About You
You're a licensed real estate professional who enjoys the industry but doesn't necessarily want to spend your career building your own sales business.
You're proactive, highly organized, dependable, and confident communicating with clients, Realtors, lawyers, lenders, inspectors, and other professionals.
You don't wait to be told what needs to happen next. In fact, you'll probably beat me to it once you get to know the business.
You enjoy working independently, take ownership of your work, and genuinely enjoy solving problems.
You're equally comfortable coordinating transactions, attending appointments, helping with marketing, maintaining a CRM, and jumping in wherever you're needed.
You understand that the smallest details often make the biggest difference, and you take pride in getting them right.
What You'll Be Doing
Transaction Coordination
- Coordinate residential real estate transactions from accepted offer through closing.
- Prepare, review, and quality-check all real estate documentation for accuracy and completeness.
- Communicate with clients, Realtors, lawyers, lenders, inspectors, and other service providers.
- Ensure documentation is complete, accurate, and submitted on time.
- Monitor deadlines, conditions, and key dates.
- Research, troubleshoot, and help resolve issues throughout the transaction.
- Maintain compliance with brokerage policies and industry regulations.
Marketing & Social Media
- Create engaging content using Canva, video, photography, and social media.
- Assist with listing launches, feature sheets, newsletters, and email marketing.
- Schedule and manage social media content across multiple platforms.
- Help maintain a consistent, professional, and recognizable brand.
CRM Management (Follow Up Boss)
- Maintain an organized, accurate, and actionable CRM database.
- Build workflows, automations, and follow-up plans.
- Support targeted client communication and marketing initiatives.
- Continuously look for ways to improve efficiency and enhance the client experience.
General Operations
- Attend listing appointments, showings, open houses, and client meetings when appropriate.
- Visit properties to install lockboxes, signs, feature sheets, and other listing materials.
- Coordinate photographers, stagers, trades, cleaners, and other service providers.
- Help improve systems, workflows, and day-to-day operations as the business continues to evolve.
Qualifications
- Ontario real estate licence preferred.
- Minimum two years of residential real estate experience.
- Strong understanding of Webforms, MLS systems, and the transaction process.
- Experience with CRM platforms is required. Follow Up Boss experience is a strong asset.
- Comfortable creating social media content using Canva and Meta Business Suite.
- Excellent communication, organizational, and time management skills.
- Exceptional attention to detail.
- Professional, positive, coachable, adaptable, and comfortable working with a variety of personalities.
- Able to manage multiple priorities while maintaining a consistently high standard of work.
- Valid Ontario driver's licence and reliable vehicle.
This Isn't a Traditional Assistant Position
I'm looking for someone I can genuinely rely on. Someone who enjoys taking ownership, solving problems, contributing ideas, and helping the business run smoothly.
The right person won't simply be supporting the business behind the scenes. They'll be a trusted extension of my business and someone my clients know and trust.
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):
- Do you currently hold an active RECO registration in Ontario?
- Are you able to reliably commute to our Kitchener office Monday through Friday?
- How many years of licensed real estate experience do you have?
- Have you personally managed residential real estate transactions from listing through closing?
- This position is 100% in person in Kitchener, Monday through Friday, 37.5 hours per week. Are you able to commit to this schedule?
- Why are you interested in this position instead of working as a full-time Realtor®?
- Which real estate software have you used professionally? (Indicate all that apply.)
Follow Up Boss, Matrix, ShowingTime, BrokerBay, DocuSign, Canva, CapCut, Skyslope, None of the above
- This role requires exceptional attention to detail and accuracy. Briefly describe the systems or habits you use to ensure your work is accurate and nothing falls through the cracks.
Work Location: In person
