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RE/MAX Hallmark Realty Group

Executive Assistant

Ottawa, ON, Canada
Nepean, ON, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Apr 26, 2027
Posting language: English
Posted: Oct 28, 2026

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

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.

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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

Not detected in the job text

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

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