Licensed Executive Assistant – Real Estate Industry

About Our Client: Our client is a leading boutique real estate brokerage located in Toronto.

Position Scope:

As an Executive Licensed Assistant, you will report directly to the Broker of Record. Your role is to ease the operations of the business by supporting the Broker of Record with all aspects of the business. The business counts on you to proactively interact and follow-up with any potential leads and maintain client and business relationships accordingly. From responding to emails, managing listings and visiting properties with clients; this role was created for someone who is personable, charismatic, and eager to learn and grow with the business. In this position, you are expected to demonstrate your ability to develop and maintain long-term client relationships while managing your administrative duties and working efficiently and productively in a fast paced atmosphere. This position requires strong communication skills, as well as flexibility and adaptability with a positive attitude.


Licensing/Deals Management

  • Call all agents before showing to support the sale of the property/get feedback
  • Prepare and present Comparative Market Analysis to Buyers/Sellers for listings and leads
  • Provide showing feedback
  • Complete & submit Listing/Deal submission checklists accordingly
  • Submit MLS listing ‘Status Change Forms’
  • Responsible for arranging and completing Lease Key Exchanges
  • Prepare & present paperwork (listing agreements, offers, amendments, waivers,)
  • Ensure clients are provided with signed agreements (via email)
  • Landlord/Tenant connecting emails (i.e. Copy of Agreement, Contact Information, Management Information)
  • Forward important agreement information and connect clients with lawyers/mortgage brokers
  • Coordinate with mortgage brokers and lawyers relating to client documents
  • Manage client appointments including scheduling, tracking, and follow-up
  • Book and conduct showings
  • Advise clients on legal needs and financing options
  • Sale closings – connect with client before and after closing
  • Monitor all sold conditional and closing date timeframes
  • Review and proofread listings and ads before going live
  • Complete inspections upon terminations of lease
  • Attend maintenance appointments or assist with staging requirements for listings
  • Coordinate and manage lockbox installations and removal
  • Ensure deposits for listings/deals are delivered to the Brokerage within 24 hours of acceptance
  • Collect/deliver deposit cheques to other brokerages or clients

Client Care Management

  • Greet and offer beverages to clients creating a welcoming atmosphere
  • Provide service & represent clients best interests
  • Communicate and keep Broker of Record updated
  • Track & manage leads in Top Producer
  • Ensure leads are serviced accordingly
  • Send follow up ‘Thank You’ emails after consultations are booked
  • Follow up with past clients and leads to generate more business accordingly
  • Maintain and nurture client relationships
  • 30 day, 60 day and 90 day checkups with clients
  • Handwritten Thank you Cards to clients and referrals
  • Send clients birthday gifts, holiday cards, etc. as required
  • Ensure CRM system is constantly being updated with client contact information & touchpoints

General Responsibilities

  • Understand the market; keep up to date on market changes
  • Act as a backup for other team members

Required Skills & Knowledge:

  • Strong verbal and written communication skills
  • Flexibility and adaptability with a positive attitude
  • Intrapreneur mindset
  • Ability to handle multiple priorities and tight deadlines
  • Clear understanding of the daily operations of a real estate office
  • Strong interpersonal skills
  • Eagerness to learn and contribute to the growth of the business
  • High degree of professionalism
  • Ability to deliver a high standard of work in an efficient manner
  • Strong focus on productivity and profitability
  • Demonstrates strong positive team spirit

Education & Experience:

  • 3+ years of experience in the Real Estate industry
  • Real estate license required
  • University degree or college diploma is considered a strong asset

Application Instructions: To apply, please send a resume to Amanda Graham at [email protected]


Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.



Job ID



Toronto, ON


Competitive Compensation Package


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If your qualifications are a match for this position please apply online for immediate consideration. Thank you for your application.


Licensed Executive Assistant – Real Estate Industry

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