Job Description

Real Estate Executive Assistant (Client-Facing) We’re building the Four Seasons of real estate service: meticulous, warm, and consistent at every touchpoint. This role is for an EA who runs the day in real time and has permission to drive structure, priorities, and the calendar, without waiting for direction. You will take what’s in David’s head (fast-moving conversations, ideas, commitments, loose ends) and turn it into structure: clear decisions, next steps, follow-ups, and a protected calendar. You’ll be expected to interrupt politely when needed, confirm priorities, and keep momentum moving while David is thinking out loud. If you naturally keep people on track and close loops without reminders, you’ll thrive here. If you need the leader to steer you, this is not the role. If you love steering, you’ll thrive. You will be a fit here if you naturally do this • Meetings turn into clean notes and action items while we are still in the meeting • You interrupt politely to keep priorities clear: “Quick pause. What’s the decision?” • You push momentum forward without waiting • You arrive prepared, tools open, ready to work • Clients feel calm and updated because you close loops fast • High urgency, calm execution. Moves fast without creating chaos Responsibilities: • Run David’s day with precision: Own calendar scheduling, buffers, routing, prep, and smooth handoffs between appointments. Proactively flag conflicts, missing info, and time risks before they become problems. • Convert talk into execution: Take live notes during calls/meetings, capture decisions, assign next actions, set deadlines, send confirmations, and close loops without reminders. • Client communication and care: Manage intake, group chats, FAQs, follow-ups, and proactive updates so clients feel calm, cared for, and in-the-loop. • Showings and listings logistics: Book/confirm showings, manage access and lockboxes, coordinate vendors and listing prep timelines, track feedback, and keep materials organised. • Transaction support: Prep and organise offer paperwork (APS, waivers, amendments), track deadlines/conditions/signatures, and triple-check accuracy before anything goes out. • Systems execution: Keep Follow Up Boss and Monday.com current, clean, and actionable. Maintain checklists and tighten workflows with the Ops Manager. • Light marketing support: Scheduling posts, simple Canva edits, basic newsletter/admin marketing tasks, and using AI to speed up repeatable work. Qualifications: Must-Haves • 2–4 years in EA, admin ops, client care, or similar (real estate helpful, not required). • Excellent written communication and client-facing polish. • Naturally structured: strong calendar habits, lists/checklists, and disciplined follow-through. • High accuracy: double/triple-checking is your default. • Comfortable with Google Workspace, CRMs, and project management tools. • AI-comfortable: ChatGPT plus at least one other tool or automation workflow. • Valid driver’s licence and reliable vehicle. • Lives within 30 minutes of South Etobicoke and can work in the office. Nice-To-Haves • Follow Up Boss and/or Monday.com experience. • Residential listings/showings/transaction paperwork exposure. • Experience in a high-volume, fast-moving service business (real estate, law, medical, events, hospitality). About Company: David is a Top 1 percent agent who is proactive, strategic, and high-output. He values clarity, precision, warmth, humour, and treating clients exceptionally well. Coaching and learning matter deeply, and relationships always come first. The team is built on support, high standards, and shared ambition. We value people who communicate directly, take pride in their work, and operate with maturity and intention. Client-facing vision: We’re creating a team where clients feel extremely well cared for, every detail reflects quality, we negotiate with precision and respect, go the extra mile, and prioritise relationships above all else. Team-facing vision: We’re building an environment where ambitious, supportive, like-minded people excel. They feel valued, are well-compensated, take pride in their work, and never want to leave. Office perks: a great espresso setup, your favourite snacks stocked, and the world’s most handsome golden retriever (the REAL team leader).

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