Executive Assistant
- Ottawa, ON, Canada
- Nepean, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Company Description RE/MAX Hallmark Realty Group traces its roots back to 2001, when Jeff and Margie Hooper opened KW Ottawa Realty, the first Keller Williams office in Ontario. The brokerage quickly grew to become the largest KW office in Canada, with nearly 300 agents. In 2016, RE/MAX Hallmark Realty Ltd. officially partnered with Keller Williams Ottawa Realty, creating RE/MAX Hallmark Realty Group. Since then, the organization has expanded to over 400 agents and staff, operating from four locations across Ottawa. The group is focused on professional real estate services, growth, and support for both clients and team members.
Role Description The Executive Assistant role is a full-time, on-site position based in Nepean, ON. The Executive Assistant will provide high-level administrative support to senior leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence and presentations. Daily responsibilities include organizing and maintaining files, handling incoming calls and emails, preparing and tracking expense reports, and supporting the execution of key projects and initiatives. The role also involves coordinating internal and external communications, liaising with agents and staff, and ensuring efficient office operations. The successful candidate will be expected to maintain confidentiality, prioritize tasks, and provide proactive support in a fast-paced real estate environment.
Qualifications
Role Description The Executive Assistant role is a full-time, on-site position based in Nepean, ON. The Executive Assistant will provide high-level administrative support to senior leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence and presentations. Daily responsibilities include organizing and maintaining files, handling incoming calls and emails, preparing and tracking expense reports, and supporting the execution of key projects and initiatives. The role also involves coordinating internal and external communications, liaising with agents and staff, and ensuring efficient office operations. The successful candidate will be expected to maintain confidentiality, prioritize tasks, and provide proactive support in a fast-paced real estate environment.
Qualifications
- Strong executive administrative assistance and general administrative assistance skills, with experience managing schedules, meetings, and documentation.
- Proficiency in executive support functions, including preparing reports, presentations, and handling confidential information.
- Experience preparing, reconciling, and tracking expense reports with attention to detail and accuracy.
- Excellent communication skills, including professional written and verbal communication and the ability to interact effectively with diverse stakeholders.
- Proficiency with office productivity tools (e.g., Microsoft Office or Google Workspace) and comfort with learning new systems and platforms.
- Strong organizational and time-management abilities, with capacity to handle multiple priorities and deadlines.
- Demonstrated reliability, discretion, and a service-oriented approach to supporting executives and teams.
- Previous experience in real estate, professional services, or a similar fast-paced environment is an asset.
- Post-secondary education in business administration, office administration, or a related field, or equivalent experience.
More about this job
Responsibilities
Provide high-level administrative support to senior leadership by managing calendars, meetings, travel, correspondence, presentations, files, and expense reports. Coordinate communications and support projects, agents, staff, and efficient office operations while maintaining confidentiality and proactively prioritizing tasks.
Requirements
Candidates should have executive and general administrative support experience, strong communication, organizational, and time-management skills, and proficiency with office productivity tools. They should be reliable, discreet, accurate with expense reporting, and have post-secondary education in business or office administration or equivalent experience; real estate or similar industry experience is an asset.
Skills
- Executive Administrative Support
- Calendar Management
- Meeting Scheduling
- Travel Coordination
- Correspondence Preparation
- Presentation Preparation
- File Management
- Expense Reporting
- Project Coordination
- Internal And External Communications
- Stakeholder Relations
- Confidentiality
- Organization
- Time Management
- Microsoft Office
- Google Workspace
Visa sponsorship
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Categories
- Administrative
- Management & Leadership
- Sales
Keywords
- Executive Assistant
- Executive Administrative Support
- General Administrative Support
- Calendar Management
- Meeting Coordination
- Travel Coordination
- Correspondence
- Presentations
- File Management
- Expense Reports
- Expense Reconciliation
- Project Support
- Internal Communications
- External Communications
- Office Operations
- Confidential Information
- Microsoft Office
- Google Workspace
- Real Estate
- Business Administration
- Office Administration