Company Overview

We are a boutique, high-performing real estate team based in Newmarket, serving York Region and the Greater Toronto Area.

Our focus is easy: deliver a refined, concierge-level experience backed by strong market knowledge, strategic marketing, and disciplined execution. Every detail matters—from how a property is presented to how a deal is managed.

We operate with a high standard, move quickly, and continuously refine how we do business.

If you take pride in doing things properly—and want to be part of a team where quality and professionalism lead—you’ll fit in well here.

The Position:

Executive Assistant / Operations Manager (Real Estate Team)

Location: Newmarket, Ontario (Hybrid)

Full-Time

Vehicle & Driver’s License Required

$45,000 – $65,000 + Performance Bonuses

About the Role

We’re a fast-growing, high-performance real estate team based in Newmarket looking for a high-level Executive Assistant / Operations Manager to run the day-to-day operations of the business.

This is not a basic admin role.

You’ll be responsible for keeping deals on track, systems running efficiently, and ensuring a high-end client experience at every step.

If you’re someone who sees gaps in a business and fixes them without being asked, you’ll do very well here.

What You’ll Be Doing

Operations & Deal Management

- Manage listings and transactions from launch to close
- Coordinate with clients, lawyers, lenders, stagers, and photographers
- Track deadlines, deposits, conditions, and key milestones
- Ensure nothing gets missed across multiple active deals

Executive Support

- Manage calendars, emails, and daily priorities
- Keep leadership focused by handling execution and follow-through
- Prepare documents, reports,



and internal communications

CRM & Systems (Follow Up Boss)

- Manage and maintain CRM (Follow Up Boss)
- Ensure leads are properly tracked, followed up, and nurtured
- Build and improve workflows, automations, and pipelines
- Monitor agent activity and accountability

Marketing & Content Support

- Coordinate listing launches (MLS, media, marketing assets)
- Assist with social media content (Instagram, YouTube, etc.)
- Perform light video editing (Reels, short-form content)
- Maintain a consistent, high-quality brand presence
- Design promotional and marketing pieces (Canva, Adobe)

Process Improvement

- Identify inefficiencies in the business and fix them proactively
- Build and refine systems and SOPs
- design and implement AI workflows to increase efficiency
- Continuously improve how the business operates

What We’re Looking For

Non-Negotiables:

- Extremely organized and detail-oriented
- Strong communicator (written & verbal English)
- Proactive problem solver (takes initiative without being asked)
- Tech-savvy (CRM experience required;

Follow Up Boss isa strong asset)
- Comfortable in a fast-paced, high-performance environment
- Full-time availability
- Valid driver’s license + reliable vehicle

Bonus (Nice to Have)

- RECO license (or working toward it)
- Experience in real estate administration or transactions
- Experience with Follow Up Boss CRM
- Social media + video editing skills (CapCut, Canva, etc.)

Compensation & Growth

- $45,000 – $65,000 salary (based on experience)
- Performance-based bonuses
- 90-day review with clear expectations and growth path
- Opportunity to grow into a senior operations role

Who This Role Is For

- Someone who takes ownership and executes at a high le

📌 Executive Assistant/Operations Coordinator (Toronto)
🏢 Real estate team
📍 Toronto