Executive Real Estate Assistant (Thornhill)

Job Summary We are seeking a highly organized, discreet, and proactive Personal Real Estate Assistant to support a busy, established luxury real estate agent. This role requires a high level of professionalism, attention to detail, and the ability to operate efficiently in a fast-paced, client-focused environment. The ideal candidate understands the standards and expectations involved in working with high-net-worth and high-profile clients, and can represent the business with discretion, polish, and confidence. This is a flexible, in person + on the road position suited for someone looking to earn additional income. There are no set hours. Workload may vary from a few hours per week to multiple hours per day depending on business needs. Availability, responsiveness, and reliability are essential, and this position must be treated as a priority. Responsibilities - Administrative & Transaction Support: - Upload and update listings on MLS with accuracy and attention to detail - Prepare offers and listing documents using WebForms (TransactionDesk) - Manage and review paperwork to ensure completeness and compliance - Maintain highly organized digital filing systems - Track transactions and assist with deal management from listing to closing - Book appointments using BrokerBay and monitor confirmations - Proactively follow up on showings with agents and clients - Update listing statuses promptly and accurately Listing & Client Coordination: - Coordinate all aspects of listing preparation, including scheduling photographers and other vendors - Arrange installation and removal of signs and lockboxes - Ensure listings are presented at a high standard consistent with a luxury brand Client & Database Management: - Maintain and manage client database and CRM systems - Communicate professionally and promptly with clients and third parties - Handle sensitive client information with discretion and confidentiality - Ensure all required documentation is collected, accurate, and complete Experience - Mandatory: Previous real estate experience (only qualified applicants will be considered) - Experience supporting a real estate agent or team, preferably in the luxury market - Proficiency with MLS, WebForms (TransactionDesk), and BrokerBay - Strong knowledge of Microsoft Office and CRM systems - Exceptional organizational and time management skills - Strong written and verbal communication skills - High level of discretion, professionalism, and attention to detail - Ability to multitask and perform under pressure - Self-motivated, reliable, and able to work independently - Must be responsive and able to prioritize this role despite flexible hours This role is ideal for motivated individuals eager to develop their career in real estate while supporting a professional team dedicated to excellence. Job Types: Full time, Permanent Pay: From $3,000.00 per month Experience: - Real Estate Reception: 1 year (required) Work Location: In person Apply on Kit Job: kitjob.ca/job/2pj5ig