WE'RE HIRING

Real Estate Executive Assistant & Marketing Coordinator

Betsy Wang Team | RE/MAX Escarpment Realty

 

About the Betsy Wang Team The Betsy Wang Team is a Top 10 RE/MAX Team in Canada, proudly serving Oakville, Burlington, Mississauga, Milton, Hamilton, Toronto, and surrounding communities.

Led by Betsy Wang and Danilo Jokanovic, our boutique, multilingual real estate team is committed to delivering an exceptional client experience through personalized service, innovative marketing, professional staging, and expert real estate guidance.

We specialize in residential sales, purchases, luxury properties, and leasing. Our approach combines the personalized attention of a boutique team with the marketing capabilities and resources of a leading real estate brokerage.

As our business continues to grow, we are seeking a highly organized, proactive, and tech-savvy Real Estate Executive Assistant & Marketing Coordinator to support our daily operations, coordinate transactions, manage marketing activities, and help deliver an outstanding experience to our clients.

This is an opportunity for someone who understands the fast-paced nature of real estate, takes ownership of their responsibilities, and enjoys being an integral part of a successful team.

Key Responsibilities

- Real Estate Administration & MLS Management The successful candidate will be responsible for supporting our team throughout the listing, purchasing, and leasing processes.

Responsibilities include

Prepare, organize, and maintain listing documentation, agreements, amendments, and other real estate paperwork.

Create and manage property listings through TRREB and ITSO MLS systems.

Maintain accurate listing information, property descriptions, measurements, photographs, and supporting documents.

Process MLS listing updates, price changes, status changes, and sold or leased transactions.

Upload and manage property photographs, floor plans, virtual tours, and marketing materials.

Coordinate listing appointments, photography, staging, and property access.

Manage showing appointments, confirmations, and agent communications.

Monitor showing feedback and prepare summaries for the sales team.

Maintain organized electronic transaction files.

Track important transaction dates, conditions, deposit deadlines, and closing dates.

Coordinate with brokerage administration to ensure accurate and timely transaction processing.

Mandatory experience: Applicants must have practical working knowledge of Matrix MLS systems, including TRREB and/or ITSO, and be comfortable navigating listings, updating property information, and managing MLS-related administrative tasks.

- BrokerBay & Showing Coordination The assistant will manage our team's showing activity and property access arrangements.

Responsibilities include

Set up and maintain listings within BrokerBay.

Manage showing requests, confirmations, cancellations, and scheduling changes.

Communicate with cooperating agents regarding property access and showing instructions.

Coordinate with sellers and tenants to accommodate showing requests.

Monitor showing activity and collect feedback from agents.





Maintain accurate showing instructions and property access information.

Assist with open house scheduling and preparation.

Mandatory experience: Previous hands-on experience using BrokerBay is required. Candidates should be comfortable managing multiple active listings and showing requests simultaneously.

- Social Media & Digital Marketing

Marketing is a major component of our team's business. We are looking for someone who is creative, detail-oriented, and capable of producing professional content consistent with our brand.

Responsibilities include

Instagram & Facebook

Create, schedule, and publish Instagram posts, Stories, and Reels.

Prepare daily or regular Instagram Stories featuring listings, sold properties, open houses, market updates, and team activities.

Edit property videos into engaging short-form content.

Create attractive property announcement graphics.

Maintain consistent branding across our social media platforms.

Monitor social media messages, comments, and engagement.

Assist in developing a monthly social media content calendar.

Repurpose listing videos and photography into multiple marketing formats.

Canva

Design professional property marketing materials using Canva.

Create Instagram Stories, Reels covers, carousel posts, and social media graphics.

Prepare feature sheets, property brochures, open house advertisements, and digital flyers.

Maintain and update branded design templates.

Ensure all marketing materials follow our team's visual identity and quality standards.

CapCut & Video Editing

Edit short-form property videos using CapCut.

Create Instagram Reels and other vertical-format videos.

Add professional transitions, captions, music, and branding.

Resize and optimize videos for different social media platforms.

Produce engaging content from property walkthroughs, community videos, and agent footage.

Additional Marketing

Coordinate property photography, videography, and virtual tours.

Prepare and distribute new listing and just-sold announcements.

Assist with email marketing campaigns and newsletters.

Maintain property marketing folders and digital assets.

Coordinate print marketing materials and open house signage.

Assist with neighbourhood marketing campaigns and community events.

Maintain and update property information on online marketing platforms.

Mandatory experience: Applicants must demonstrate proficiency with Canva, CapCut, Instagram Stories, Instagram Reels, and Facebook business pages.

Candidates should be comfortable creating and publishing professional marketing content independently, rather than simply assisting with the process.

- Client Relationship Management & CRM

Our team places significant emphasis on building and maintaining long-term relationships with clients.





Responsibilities include

Maintain and update our client database and CRM system.

Enter and organize new leads and client contact information.

Assign appropriate categories, tags, and follow-up reminders.

Monitor outstanding client follow-ups and alert agents to significant tasks.

Coordinate client appointments and consultations.

Prepare property information packages for buyers and sellers.

Send listing updates, showing summaries, and other communications as directed.

Assist with client appreciation initiatives, holiday greetings, and special occasions.

Maintain accurate records of client communications.

Support lead management and ensure inquiries are addressed promptly.

Experience with CRM Exact, Agent Locator, or comparable real estate CRM platforms is considered an asset.

- Transaction Coordination & Deal Administration The assistant will provide administrative support from the initial listing or offer through to closing.

Responsibilities include

Organize and maintain transaction files.

Prepare documents for electronic signatures using DocuSign or similar platforms.

Track conditional periods, financing deadlines, inspections, and closing dates.

Coordinate communications between agents, clients, lawyers, mortgage professionals, and brokerage administration.

Monitor outstanding documents and ensure files are complete.

Coordinate deposits and confirm receipt with the brokerage.

Prepare closing checklists and follow-up reminders.

Maintain organized records of completed transactions.

Assist with leasing documentation, tenant application packages, and supporting paperwork.

Support the preparation of comparative market analyses and client presentations.

Familiarity with Ontario real estate forms, transaction processes, and brokerage compliance requirements is highly desirable.

All activities must be performed within the scope of the assistant's role and applicable real estate regulations.

- Executive & Team Support The successful candidate will work closely with Betsy Wang, Danilo Jokanovic, and other team members.

Responsibilities include

Manage and coordinate appointments through Google Calendar.

Organize team meetings, client consultations, and property-related appointments.

Monitor shared email inboxes and direct communications appropriately.

Draft professional emails and client correspondence.

Assist with daily task prioritization and follow-up management.

Coordinate schedules between agents, clients, photographers, stagers, and other service providers.

Maintain shared Google Drive folders and document organization.

Support team members with administrative requests.

Prepare reports, spreadsheets, and presentations as required.

Anticipate upcoming deadlines and proactively address administrative needs.

Assist with other reasonable business-related tasks as required.

The ideal candidate will be capable of working independently, identifying priorities, and helping our agents remain focused on client service and sales activities.

Pay: $19.50-$24.00 per hour

Benefits

- Casual dress
- Mileage reimbursement
- On-site parking

Work Location: In person

📌 Real Estate Team Assistant (Burlington)
🏢 Betsy Wang Real Estate Team REMAX
📍 Burlington