Executive Real Estate Virtual Assistant

We are a growing Canadian real estate-focused company looking for a skilled Real Estate Executive Assistant with strong administration task, bookkeeping and accounting experience. This role is essential in providing high-level administrative, client relationship, social media, lead generation and financial management support. We are seeking someone who thrives in a dynamic environment, is detail-oriented, and can handle a range of tasks efficiently. If you have real estate experience and an eye for detail in finance, data management and administration, this position is for you!

Roles and Responsibilities:

1. Email and Client Communication Management:
Organize and declutter the inbox, manage communications, and respond to client inquiries promptly
Follow up with clients, flag important emails, and ensure smooth client communication

2. Social Media Management:
Oversee Instagram, Facebook, TikTok, and YouTube accounts, including content scheduling and follower engagement
Edit video content, create engaging captions, and track performance metrics

3. Calendar and Scheduling:
Manage scheduling, set reminders for important events, and optimize time blocks for productivity
Coordinate appointments and meetings using scheduling tools (e.g., Calendly)

4. File and Document Organization:
Organize and maintain digital files on Google Drive, ensuring easy retrieval of contracts, invoices, receipts, and media files
Structure, clean, and regularly update file organization

5. Lead Generation and Sales Support:
Conduct outreach via cold emails, manage lead tracking, and maintain a database of prospective clients
Draft outreach emails, follow-up messages, and record lead interactions in CRM tools

6. Client Relationship Management:
Update client databases, send personalized messages for key milestones, and conduct feedback surveys
Proactively check in with clients to maintain strong, long-term relationships

7. Project Management Support:
Assist in planning, tracking, and managing projects through tools like Asana or Trello
Coordinate team efforts to ensure task completion, take notes during meetings, and track action items

8. Bookkeeping and Financial Management:
Generate invoices, track payments, manage accounts payable, and record business expenses in accounting software (e.g., QuickBooks, Xero)
Reconcile bank and credit card statements, prepare monthly reports, and track KPIs
Support with tax preparation and audit documentation, maintaining organized financial records

9. Reporting and Data Analysis:
Compile and present weekly and monthly reports on social media, client engagement, and sales
Analyze data trends to identify opportunities for improvement

10. Content Creation and Marketing Support:
Write and schedule blog posts or newsletters, research industry trends, and create simple graphics for social media or presentations using tools like Canva

11. Real Estate-Specific Support:
Assist with property management tasks and support tenant-landlord mediation services
Aid in real estate transaction administration and coordinate with teaUpgrade to see actual infombers, including lawyers, realtors, and mortgage brokers

12. Event and Travel Management:
Arrange travel accommodations, manage event logistics, and prepare itineraries

Requirements:

Real Estate and Executive Support Experience: Minimum 1 year in real estate, property management, or a similar role within the real estate industry

Bookkeeping or Accounting Background: Proficiency with bookkeeping software (QuickBooks, Xero, or similar) and experience in tracking expenses, preparing reports, and managing financial documentation

Strong Communication Skills: Exceptional written and verbal communication skills to manage client inquiries and maintain relationships

Social Media Knowledge: Familiarity with social media management and scheduling tools; experience in content creation is a plus

Highly Organized: Demonstrated ability to multitask, stay organized, and manage multiple projects effectively

Tech-Savvy: Proficient in Google Workplace, CRM software, Docusign, Calendly, and Canva, with a willingness to quickly learn new tools

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Please note that salary is paid in Canadian Dollar (CAD).

What We Offer:

Remote Work Flexibility: Work from anywhere, with the flexibility to balance work-life commitments in a fully remote position.

Full-Time Opportunity: We offer a stable, full-time role with the chance to become an integral part of our growing team.

Continuous Learning and Growth: Gain hands-on experience with industry-leading software and tools. We’re committed to supporting your professional development, providing opportunities to learn and grow in real estate, administrative, and financial areas.

Diverse Role with Advancement Potential: This role offers you a unique blend of responsibilities in real estate, client relationship management, and finance, creating daily opportunities for meaningful impact.

Leadership and Management Experience: Hone your management skills with opportunities to supervise projects and coordinate with teaUpgrade to see actual infombers, developing valuable leadership experience.

Performance-Based Growth and Salary Increases: As our company grows, so will your role, with the potential for salary increases tied to company success and personal performance.