Executive Assistant to Busy Real Estate Broker The Opportunity We are seeking an exceptionally organized, proactive, and detail-driven Licensed Executive Assistant to support a top-producing real estate broker in Markham. This is a full-time position. This is a high-trust, high-responsibility role in a fast-paced, performance-driven environment. If you thrive on bringing structure to complexity, anticipate needs before they arise, and take pride in being the steady force behind a growing business — this may be the perfect fit. As the Executive Assistant, you will be the broker’s right hand — managing the operational engine behind the scenes so they can stay focused on growth, client relationships, and strategy. A valid real estate license is highly valued in this role. While this is primarily an executive administrative position, having a license ensures you fully understand contracts, compliance requirements, MLS processes, and transaction timelines. It also allows you to confidently communicate with clients and cooperating agents, and step in during time-sensitive or emergency situations when needed. Your ability to keep systems tight, communication seamless, and timelines on track will directly impact the success of the business. This is not a passive administrative role. It requires ownership, urgency, discretion, flexibility, and a strong understanding of how real estate transactions truly work. What You Can Expect • A high-performing, growth-oriented environment • Clear expectations and accountability • Opportunity to be deeply involved in a respected real estate business • A collaborative and supportive boutique team culture • A role where your organization and leadership behind the scenes truly matter Responsibilities: • Answer phone calls, emails, and other requests and notify broker of necessary details • Purchase supplies and follow office protocols • Function as the main point contact for the principal broker • Keep a balanced record of the broker’s business transactions • Adjust to the needs of the real estate office and execute other assistant duties when necessary What You’ll Be Responsible For Executive & Operational Support • Manage the broker’s calendar, inbox, calls, and travel logistics • Screen and prioritize communication with professionalism and sound judgment • Serve as a key point of contact for clients, vendors, and partners • Ensure timely, polished, and confident communication at all times • Prepare monthly reports, expense tracking, and internal documentation • Maintain strict confidentiality and professionalism Transaction & Listing Management • Prepare contracts, offers, amendments, and transaction documentation • Load and manage MLS listings • Track deadlines, deposits, conditions, and compliance requirements • Maintain organized digital records, listings, contracts, and CRM systems • Support listing preparation and client onboarding processes Vendor & Coordination Management • Coordinate appointments, inspections, and property access • Book and manage vendors (photographers, cleaners, movers, stagers, contractors, sign installation, etc) • Ensure timelines are met, and expectations are executed at a high standard • Step in as the go-to problem solver when urgent issues arise Qualifications: • 2+ years experience as a personal assistant, office manager, or related position • Possesses discernment for working with confidential information and tight deadlines • Excellent communication skills and organizational skills • Familiar with Microsoft Word, Excel, and Multiple Listing Service • 3–5+ years supporting a senior leader or executive • Real estate administration experience strongly preferred • Licensed Realtor (preferred; asset for emergency support and contract knowledge) • Proficiency with Google Workspace, CRM systems, and scheduling tools • Experience with BrokerBay, REALM, Webforms, and DocuSign • Comfortable using Canva and digital tools • Strong working knowledge of Microsoft Office (Word & Excel) • G Class Driver’s License and access to a vehicle Who You Are You are someone who: • Is exceptionally organized — systems are second nature to you • Anticipates needs and takes initiative without waiting to be asked • Communicates clearly, professionally, and confidently • Remains calm and solution-oriented under pressure • Can manage multiple active files without missing critical details • Thrives in a fast-moving, dynamic environment • Understands discretion and confidentiality • Takes ownership and follows through • If you struggle with deadlines, require constant direction, or prefer a slow-paced environment, this role will not be the right fit. About Company: We specialize in helping clients buy and sell real estate in Markham and the surrounding area. Since 2012, We believe that working in real estate is about building lifelong relationships, not just completing transactions. We foster a fun, supportive, and growth-oriented work environment where teamwork, continuous learning, and a passion for enhancing the client experience are at the core of everything we do. If you're excited to work with a team that truly cares about its clients and its people, we’d love to meet you!
