Job Description

About Us

We are a top-producing and rapidly growing commercial real estate group focused on high-demand asset classes, including Industrial and Office properties. Our team is collaborative, entrepreneurial, and committed to providing the highest level of service to our clients and partners. We are seeking a motivated, highly-organized, and detail-oriented professional to serve as the operational backbone of our team and help us accelerate our growth.

Role Overview

The Executive Assistant / Team Coordinator will play a critical, highly visible role in ensuring seamless day-to-day operations, superior client service, and proactive marketing initiatives. This is an ideal role for someone process-driven, tech-savvy, and proactive who is excited to apply their organizational skills to the fast-paced world of commercial real estate. You will be responsible for streamlining the team's processes, managing client data, and preparing high-impact marketing materials that drive business development.

Key Responsibilities

Operational Management:

Proactively manage scheduling, calendars, and coordination of client meetings, property tours, and internal team logistics.

Client Package and Mailer Creation:

Independently organize, create, and deploy proprietary client packages, confidential informational memos, and monthly market mailers

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This includes gathering necessary data, writing copy, utilizing design templates (e.g., in PowerPoint, Adobe, or Canva), and ensuring all content is accurate, polished, and on-brand before distribution.

Transaction Coordination:

Organize, prepare, and manage all critical transaction documentation (proposals, contracts, lease documents), ensuring timely distribution, signature tracking, and compliance with brokerage standards.

Data & CRM Management:

Manage and track the team's CRM system (Customer Relationship Management), ensuring all client and prospect data is current and utilized effectively to support business development efforts.

Digital Presence:

Manage and update the company website and professional social media platforms to enhance brand visibility.

Research & Optimization:

Research and identify opportunities to improve existing business processes, implement new technologies, and enhance client service protocols. Handle all general administrative tasks required to maintain peak team efficiency and productivity.

Qualifications

Previous experience (preferred) in an administrative, executive assistant, or marketing support role, ideally within a real estate or financial services environment. Exceptional organizational and time management skills with an uncompromising attention to detail. Expert proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint expertise required). Familiarity with marketing design software (e.g., Adobe InDesign, Canva) and experience managing business social media platforms (LinkedIn). Excellent written and verbal communication skills, demonstrating professionalism and discretion. Self-motivated with the ability to manage multiple priorities independently while thriving as part of a collaborative team. A genuine interest in commercial real estate and a commitment to continuous learning.

What We Offer

Direct involvement in a variety of complex multi-million dollar transactions, providing an unparalleled view of the CRE deal process from start to finish. Opportunity to work directly with an experienced, high-producing team. Exposure to a wide range of asset classes and business functions (Industrial, Office, Investment). Competitive compensation package commensurate with experience. Significant professional development and long-term growth opportunities.
Job Type: Full-time

Pay: $50,000.00-$65,000.00 per year

Benefits:

Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance Paid time off RRSP match Vision care
Work Location: In person