Real Estate Executive Assistant

Job Title: Executive Assistant to Real Estate Agent (Non Licensed Assistant)

Office Location: 397 Bedford Highway - Hybrid Model (3 days in office 2 days at home)

Job Type: Full-Time, Monday-Friday 9:00-5:00 with occasional after hours.

Pay: $45,000 - $50,000 per year (based on experience)

Key Responsibilities but limited to:

- Calendar Management: You will efficiently manage Agent’s calendar, ensuring that appointments, meetings, and events are well-coordinated, allowing for optimal time management.
- Administrative Support: As an integral part of the team, you will process real estate sales and listings using Paragon and Transaction Desk. Your meticulous attention to detail will be essential in preparing and organizing documents, contracts, and paperwork related to real estate transactions. Liaising with clients, lawyers, industry affiliates etc.
- Meeting Coordination: Your role will include scheduling and coordinating various meetings, both internal and external, on behalf of the Agent. You will also attend some meetings as requested, taking detailed minutes and ensuring timely follow-up on action items.
- Marketing Content: Working closely with Agent you will be responsible for creating engaging marketing content. This will include crafting social media posts, newsletters, and promotional materials. Your creativity will help maintain a compelling online presence across various platforms.
- Communication and Liaison: You will serve as a vital link between Agent other owners, agents, clients, and staff within RE/MAX NOVA. Effective communication and information flow are crucial components of this role.
- Real Estate Industry Functions: Staying informed about industry trends and regulations will be essential.



You will assist in coordinating real estate transactions and provide valuable support to agents within our office.Client Event Organization: Plan and organize client events, such as open houses, appreciation gatherings, and networking events. Ensure these events run smoothly, creating opportunities for client engagement and relationship building.
- Oversight and other committees: In your role, you will support the Agent as he serves on various committees. Your responsibilities will also include overseeing and managing specific functions related to these initiatives and events, as well as other events that Agent undertakes.
- Booking showings: Schedule property viewings for real estate agents via ShowingTime according to their specific instructions.

Additional Responsibilities:
- Travel Arrangements: You will be responsible for making travel arrangements, including booking flights, accommodations, and ground transportation, when necessary.
- Expense Management: Efficiently manage and reconcile expense reports, ensuring adherence to budgetary guidelines.
- Phone and Email Management: Handle phone calls and emails on behalf of Agent, screening and responding as appropriate.
- Office Organization: Maintain a well-organized office environment, including ordering supplies and ensuring a professional and welcoming atmosphere.
- Project Assistance:



Provide assistance on special projects and initiatives as directed by Agent.

Qualifications/Skills:
- Bachelor's degree preferred.
- Proven experience as an Executive Assistant or in a similar administrative role.
- Knowledge of real estate processes and platforms (e.g., Paragon, Transaction Desk) is a significant advantage.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Takes initiative
- Ability to manage social media pages
- Proficiency in creating marketing content and using social media platforms.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal skills and the ability to work collaboratively.
- Proficiency in Microsoft Office Suite and other relevant software.

Working conditions: This position will be hybrid, three days working in the office and two days working at home. The office location will be our Bedford Highway location. Attendance/Accessibility Requirements: Expectation of 35-40 hour work-week with standard vacation time (depending on experience & qualifications). Appearance shall be in qualified, office-like attire as outlined in the Policies & Procedures document. Job

Types: Full-time, Permanent

Schedule

- 8 hour shift
- Monday to Friday
- Weekends as needed

Experience:
- Administrative experience: 1 year (required)

Job Type: Full-time Pay: $45,000.00-$50,000.00 per year

Additional pay

- Bonus pay

Job Type: Full-time

Benefits

- Company events
- Dental care
- Extended health care
- On-site gym
- On-site parking
- Paid time off
- Vision care
- Paid company phone

Job Type: Full-time Pay: $45,000.00-$50,000.00 per year

Work Location: Hybrid remote in Halifax, NS B3M 2L3

📌 Executive Assistant (Halifax Regional Municipality)
🏢 RE/MAX NOVA
📍 Halifax Regional Municipality