Administrative Assistant

We are looking for a highly organized and dependable Office Coordinator to support daily executive and office operations for a busy real estate brokerage in North York, Ontario. This position suits someone who can stay ahead of priorities, coordinate multiple activities at once, and maintain a careful and composed presence when dealing with confidential matters. The successful candidate will help streamline schedules, communications, documentation, and administrative processes so leadership can remain focused on business goals and client relationships.

Responsibilities:

• Oversee complex scheduling for senior leadership, evaluate incoming meeting requests, and adjust calendars to accommodate shifting priorities.

• Organize meetings with staff, clients, and external contacts by confirming logistics, preparing materials, and ensuring all participants are well informed.

• Review incoming messages and correspondence, prepare thoughtful responses when appropriate, and bring urgent items to leadership attention.

• Maintain clear tracking of deadlines, follow-ups, and outstanding commitments to support consistent execution of business priorities.

• Create, edit, and proofread presentations, reports, contracts, and other business documents with a high level of accuracy.

• Coordinate travel arrangements, including itineraries, bookings, and supporting documentation for business-related trips.

• Process invoices and expense submissions while keeping administrative records, files, and documentation up to date and well organized.

• Support the planning and execution of leadership sessions, company functions, and client-facing events.

• Contribute to special projects and recommend practical improvements that enhance office efficiency and administrative workflows.

• Handle sensitive business information with discretion and care at all times.

• At least 2 years of experience in an administrative or executive support role working closely with multiple agents or brokers.

• Background in real estate, brokerage operations, commercial real estate, or a services environment is desired.

• Strong ability to manage calendars, coordinate competing demands, and keep multiple priorities organized.

• Excellent written and verbal communication skills with a clear, detail-focused, and approachable style.

• Demonstrated attention to detail and the ability to remain effective in a fast-paced, changing environment.

• Proficiency with MLS, Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with the ability to learn new systems quickly.

• Experience handling invoices, maintaining records, and supporting documentation related to contracts, leases, or other business transactions.

• Proven ability to manage confidential information with sound judgment and a high level of discretion.