Executive Assistant

Flat Rate Realty - Peterborough, ON (il y a 30+ jours)

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Full Time Executive Real Estate Assistant

A busy real estate agent is looking for an administrative assistant to take on various duties inside and outside of the office. This position is perfect for someone who is self motivated, is dedicated to their work or has interest in the real estate industry. This person must be able to learn new rules quickly, understand scope of authority and be able to determine when to refer to the agent for guidance. This person must have great attention to detail and be able to work in an environment with little supervision.

Communication with the agent is key, along with an ability to multitask and prioritize duties in order of importance and deadlines. Besides the usual phone calls, emails, and paperwork, there will be times when you will be required to assist the agent with picking up or dropping off and setting up equipment from client properties. There is also a paging system outside of office hours that the assistant will be responsible for on occasion during the week and weekends.

*Hours will begin part time leading into full time, plus additional hours of overtime. Hours will vary with the paging system; overtime will be provided. Looking to fill position immediately. Wage is negotiable depending on experience AND the level of duties the candidate is willing or able to undertake:

Duties and Responsibilities

  • Have good front desk manners for greeting clients, agents and walk-ins
  • Answer telephones and distribute calls, review and respond to emails
  • Assist agent in the preparation of real estate offers and other related documents as required, communicate when paperwork is due or needs signing
  • Input and communicate messages, schedule and confirm appointment requests in WolfConnect
  • Go to listing properties, take photos for listing information using cameras and drones
  • Input MLS listings and oversee the uploading of photos and listing information on Matrix
  • Keep up to date client profile database and have thank you letters, closing gifts, Christmas cards, and other incidentals prepared to send for agent - client relations
  • *Be cross trained on other duties and responsibilities to support other administrators in the office as required
  • *Answer paging system after hours (calling clients/agents, responding to emails and requests, varies in frequency)
  • *Keep up to date business profile with social media, Facebook and Instagram, by creating new posts on social media platforms such as: coming soon, new listings, open houses, responding to customers and agent inquiries


  • The ideal candidate will have:
  • A minimum of 1-3 years of working experience in a real estate office or related administrative field (ie. legal, construction, or executive assistant)
  • OR a College Diploma in Business or Administration related fields and 1 year of working experience or a written recommendation from a professor
  • Superior customer service skills, including excellent telephone and email manner is required
  • Ability to multitask in a fast-paced environment while prioritizing multiple deadlines and keeping the agent on task is required
  • Strong communication (both oral and written) and interpersonal skills with the agent and clients is required
  • Excellent organizational & time-management skills is required
  • Experience using Microsoft Word, Adobe Acrobat Reader, and Gmail or similar programs is required
  • Experience using Matrix, Webforms, Wolf Connect and DocuSign is an asset
  • High proficiency with internet forms and social media platforms is an asset
  • Data base management or related software experience is an asset
  • Works well in a team environment and individually, self motivated and listens to direction well
  • Has own cell phone and transportation is required for many aspects of the position, first priority will be given to those who already have this in place

Job Types: Full-time, Permanent


  • executive assistant: 1 year (Preferred)