Real Estate Executive Assistant – Operations, Organization & Driving Support

Invest Property Group | RE/MAX Hallmark Realty

Location: Ottawa / Kanata / Stittsville, Ontario

Job Type: Part-time, with opportunity to grow into full-time

Compensation: $25–$32 per hour, depending on experience

Schedule: Approximately 20–25 hours per week initially, can change to 37.5 hours TBA

Work Arrangement: Primarily in-person, with local travel and occasional remote work

Are You the Person Who Brings Order to Chaos?

We are looking for an exceptionally organized, resourceful, positive and proactive individual to become the right hand of an established, high-producing Ottawa Realtor.

This is not your typical administrative position!

You'll work directly with an experienced real estate professional in a busy, fast-moving business where priorities change, details matter and no two days are quite the same.

We're looking for someone who genuinely enjoys helping others succeed, takes pride in getting things done and has the confidence to speak up, offer suggestions and keep people accountable — including their boss!

An important part of this position involves driving the Realtor to appointments, property visits and business meetings when needed, allowing the Realtor to remain productive, make client calls and manage business while travelling.

If you're the kind of person who naturally creates lists, improves systems, remembers details, solves problems and gets satisfaction from making everything run more smoothly, we'd love to meet you.

What You'll Be Doing

Organization & Time Management

- Manage calendars, appointments, emails, priorities and daily schedules.
- Keep the business organized and ensure important tasks don't fall through the cracks.
- Anticipate upcoming needs, deadlines and potential problems.
- Help establish daily and weekly priorities.

Driving & Mobile Business Support

- Drive the Realtor to client meetings, property showings, listing appointments and other business-related destinations upon request during agreed working hours.
- Help maximize productivity by allowing the Realtor to make calls, communicate with clients and work while travelling.
- Coordinate routes, appointments and schedules to minimize wasted time.
- Assist with occasional local errands, property visits, marketing materials and other business-related activities.
- Maintain professionalism and confidentiality during business conversations in the vehicle.

CRM & Client Follow-Up

- Help organize and maintain our Follow Up Boss CRM database.
- Track leads, update client records, coordinate follow-ups and identify time-sensitive opportunities.
- Help ensure no important client, prospect or task gets overlooked.
- Monitor activities, deadlines and progress toward business goals.

Real Estate Administration

- Assist with listings, documents, marketing preparation, open houses and transaction coordination.
- Communicate professionally with clients, service providers and business partners.
- Coordinate photographers, staging,



contractors and other property-related services.
- Keep files, documents and processes accurate and organized.

Systems & Process Improvement

- Develop checklists, workflows and organizational systems.
- Track results, measure progress and recommend improvements.
- Identify inefficiencies and introduce practical solutions.
- Help build a more organized, efficient and scalable real estate business.

Marketing & Social Media

- Assist with Instagram, Facebook, property marketing, newsletters and online content.
- Coordinate photos, videos, advertising and other marketing materials.
- Familiarity with Canva and social media platforms is an asset.
- Creative ideas and willingness to learn are more important than being an expert in every platform.

Accountability & Project Management

- Track projects, deadlines, commitments and unfinished tasks.
- Provide proactive updates without needing to be asked.
- Confidently and respectfully remind the Realtor of priorities and outstanding responsibilities.
- Help keep the business moving forward, even when schedules become busy or unpredictable.

Problem-Solving & Special Projects

- Research solutions and coordinate suppliers or service providers.
- Handle changing priorities and unexpected challenges with a positive attitude.
- Take ownership of tasks from beginning to completion.
- Be willing to pitch in wherever reasonably needed to help the business succeed.

Who We're Looking For

Your personality, attitude and work ethic matter more than your resume!

Our ideal candidate

- Is exceptionally organized, detail-oriented and dependable.
- Has a genuinely pleasant, positive and helpful personality.
- Is patient, emotionally mature and comfortable working closely with a busy entrepreneur.
- Is confident enough to speak up, ask questions, push back respectfully and handle occasional tension.
- Has a "whatever it takes to find a solution" attitude while using sound judgment and maintaining professionalism.
- Takes initiative instead of constantly waiting for instructions.
- Is comfortable managing competing priorities in a fast-paced setting.
- Follows through on commitments and takes pride in completing tasks.
- Enjoys creating systems, tracking results and improving efficiency.
- Is technologically comfortable and eager to learn new tools.
- Is flexible, adaptable and willing to assist with a variety of responsibilities.
- Understands the importance of honesty, discretion and confidentiality.
- Is a safe, responsible and confident driver who enjoys being on the road when needed.

We're not looking for someone who simply waits to be told what to do.



We're looking for someone who sees what needs to be done, takes initiative and enjoys making things happen.

Requirements

- Strong organizational, communication and time-management skills.
- Comfortable using computers, email, calendars and everyday business software.
- Valid Ontario driver's licence and a clean driving record.
- Willingness and availability to drive the Realtor to business appointments as required during scheduled working hours.
- Ability to work both independently and collaboratively.
- Reliable, skilled and able to maintain confidentiality.

Bonus Skills (Not Required)

- Previous executive assistant, personal assistant or real estate experience.
- Experience with Follow Up Boss or other CRM systems.
- Familiarity with Canva, Instagram, Facebook, Google Workspace or Microsoft Office.
- Social media content creation or video editing.
- Experience developing procedures, checklists or tracking systems.
- Access to a reliable vehicle, with appropriate insurance if a personal vehicle will be used for business transportation.

What Makes This Opportunity Different?

This is an opportunity to work closely with an established Realtor and play a meaningful role in helping a successful real estate business operate more efficiently.

You'll have the chance to contribute ideas, improve systems, organize priorities and help shape how the business operates.

You won't be stuck behind a desk all day. Some days may involve coordinating listings, organizing schedules or improving systems; other days may involve travelling to appointments, supporting clients or tackling new projects.

We value independent thinking, initiative, honesty and people who are comfortable suggesting a better way of doing things.

There is genuine opportunity to grow with the business, take on additional responsibilities and potentially transition into a full-time position.

A Final Thought

If you're naturally organized, genuinely enjoy helping people, have a positive attitude, are comfortable keeping a busy professional on track and believe there's almost always a solution to a problem, this could be an excellent fit.

We're looking for someone who wants to become a trusted, valuable part of the business — not simply fill a position.

How to Apply

Please submit your resume along with a brief response to these questions:

- Organization: What do you enjoy most about organizing people, projects or businesses?
- Initiative: Tell us about a time you solved a problem or improved a process without being asked.
- Confidence: How would you respectfully handle a situation where your boss repeatedly overlooks an important deadline?
- Driving: Are you comfortable driving a Realtor to appointments throughout Ottawa and surrounding areas as part of your regular responsibilities?

We look forward to hearing from you!

Invest Property Group

RE/MAX Hallmark Realty

Ottawa, Ontario investproperty.ca

Pay: $35,600.00-$60,000.00 per year

Benefits

- On-site parking

Work Location: Hybrid remote in Kanata, ON

📌 Real Estate Executive Assistant – Operations & Client Support (Kanata)
🏢 Moe Mcilwain - Realtor - Re/Max Hallmark Realty
📍 Kanata