Job Description

Executive Assistant / Office & Listings Operations Manager (Real Estate)

Location

: Toronto (in office)

Type

: Full-Time

Compensation

: Base salary of $60,000-$70,000, plus performance-based bonuses (e.g., per lease and resale transaction bonuses).

About the Role

We're looking for a

high-performing, tech-forward Executive Assistant

who thrives in a fast-paced, precision-focused environment and has a deep understanding of residential real estate. This person will act as the right hand to the CEO, manage all aspects of the agents

personal resale and leasing transactions

, support his

real estate investment portfolio

, and ensure operational excellence across scheduling, client service, and internal workflows.

This is

not

an entry-level admin role. You will serve as an

EA, Office Manager, Listing Coordinator, and Process Owner

-- all in one. The right person will be passionate about real estate, obsessed with details, strong with numbers, and fluent in using

AI tools and workflows to streamline operations

.

You're a Fit If You:

Have

strong experience with real estate transactions

(resale and leasing) from listing to closing Are highly proactive and organized --

you don't wait to be told twice

Can manage the CEO's calendar, inbox, documents, and priorities with extreme precision Are confident with

Excel/Google Sheets, banking and basic financial oversight

Know how to

create, follow, and optimize SOPs and OKRs

Deliver exceptional customer service --

with or without a CRM

Use

AI tools (ChatGPT, Claude, Zapier, etc.) daily

and can build bots/workflows to support your role Write professionally, communicate clearly, and think like an operator Are always prepared -- for every meeting, task, and communication Can handle confidential, time-sensitive, and high-stakes tasks reliably

Key Responsibilities

Manage and execute all of the CEO's personal resale and leasing listings

Be the

first point of contact

for clients in the CEO's "Inner Circle" Prepare CMAs, listings, marketing content, and weekly updates Handle

bank summaries, invoice payments, rent collections, property-related financial tracking

Coordinate

refinancing, acquisitions, and property document management

Manage the CEO's calendar, email, and priorities

with full ownership Take

meeting minutes

, set agendas, and follow up on deliverables Build and follow

SOPs, checklists, and project trackers

Ensure all daily, weekly, and monthly deliverables are executed without reminders Collaborate with the team and external partners to keep transactions, communications, and financial records airtight Regularly update reports, client records, and deal trackers

Requirements

3+ years experience in residential real estate administration

(resale and leasing) Strong background in

operations, client service, and real estate documentation

Comfortable managing

real estate portfolios, financials, and spreadsheets

Advanced written and verbal communication skills Proficiency in Google Workspace, Excel/Sheets, CRM tools (Follow Up Boss or similar), and Xero Deep working knowledge of

AI tools (ChatGPT, Claude, Notion AI, Zapier, etc.)

Ability to

work independently

, prioritize effectively, and never drop the ball Thrive in a high-performance, fast-moving environment Obsessed with

accuracy, communication, and follow-through

Nice to Have

Experience working directly with a CEO or senior leader
Job Type: Full-time

Pay: $60,000.00-$70,000.00 per year

Work Location: In person