Executive Assistant
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Executive Assistant / Real Estate Transaction Coordinator
Part-Time | 20 Hours/Week | Remote | 9:00 AM-1:00 PM Mountain Time
We're looking for a highly organized, proactive Executive Assistant / Real Estate Transaction Coordinator to support a busy Canadian real estate entrepreneur. This is a right-hand role for someone who loves checklists, stays ahead of deadlines, follows through without reminders, and makes sure nothing falls through the cracks.
You’ll help manage real estate transactions, the owner's calendar and inbox, CRM updates, client follow-ups, and day-to-day administrative priorities.
What You’ll Do
Transaction Coordination
- Track listings and pending transactions from contract to close
- Maintain checklists, documents, deadlines, and outstanding items
- Ensure required documentation is complete and submitted on time
- Follow up with clients, lawyers, mortgage brokers, agents, and other parties
- Keep transaction files organized and accurate
- Proactively identify missing items or upcoming deadlines
Training will be provided on company-specific processes.
Executive Support
- Manage the owner's calendar, inbox, and priorities
- Track tasks, commitments, and follow-ups
- Coordinate meetings and appointments
- Prepare documents, meeting notes, and client-facing materials
- Organize digital files and communications
- Assist with recurring administrative tasks and occasional personal requests
- Support special projects as needed
CRM, Systems & Client Experience
- Keep client and transaction information updated in the CRM
- Maintain checklists, templates, and workflows
- Work with Google Workspace, DocuSign, CRM platforms, and other cloud-based tools
- Look for opportunities to improve or automate recurring processes
- Communicate with clients when required
- Coordinate client, closing, and anniversary gifts
- Assist with the monthly client newsletter
- Make sure important client follow-ups are completed
What We’re Looking For
- 2+ years of experience as an Executive Assistant, Transaction Coordinator, Real Estate Assistant, or similar role
- Highly organized and detail-oriented
- Proactive, resourceful, and comfortable working independently
- Strong follow-through and sense of urgency
- Excellent written and spoken English
- Strong calendar, email, CRM, and document-management skills
- Comfortable managing multiple priorities and deadlines
- Tech-savvy and quick to learn new systems
- Professional and comfortable communicating with clients
- Canadian real estate experience is a major advantage. Experience with Alberta real estate, transaction coordination, real estate compliance, Zapier/automation, or supporting a busy entrepreneur is a strong bonus.
Schedule
20 hours per week
Monday to Friday, 9:00 AM-1:00 PM Mountain Time
Remote
Reliable availability during these hours is required
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