Executive Assistant / Real Estate Transaction Coordinator

Executive Assistant / Real Estate Transaction Coordinator
Part-Time | 20 Hours/Week | Remote | 9:00 AM–1:00 PM Mountain Time

We're looking for a highly organized, proactive Executive Assistant / Real Estate Transaction Coordinator to support a busy Canadian real estate entrepreneur. This is a right-hand role for someone who loves checklists, stays ahead of deadlines, follows through without reminders, and makes sure nothing falls through the cracks.

You'll help manage real estate transactions, the owner's calendar and inbox, CRM updates, client follow-ups, and day-to-day administrative priorities.

What You'll Do

Transaction Coordination

Track listings and pending transactions from contract to close

Maintain checklists, documents, deadlines, and outstanding items

Ensure required documentation is complete and submitted on time

Follow up with clients, lawyers, mortgage brokers, agents, and other parties

Keep transaction files organized and accurate

Proactively identify missing items or upcoming deadlines

Training will be provided on company-specific processes.

Executive Support

Manage the owner's calendar, inbox, and priorities

Track tasks, commitments, and follow-ups

Coordinate meetings and appointments

Prepare documents, meeting notes, and client-facing materials

Organize digital files and communications

Assist with recurring administrative tasks and occasional personal requests

Support special projects as needed

CRM, Systems & Client Experience

Keep client and transaction information updated in the CRM

Maintain checklists, templates, and workflows

Work with Google Workspace, DocuSign, CRM platforms, and other cloud-based tools

Look for opportunities to improve or automate recurring processes

Communicate with clients when required

Coordinate client, closing, and anniversary gifts

Assist with the monthly client newsletter

Make sure important client follow-ups are completed

What We're Looking For

2+ years of experience as an Executive Assistant, Transaction Coordinator, Real Estate Assistant, or similar role

Highly organized and detail-oriented

Proactive, resourceful, and comfortable working independently

Strong follow-through and sense of urgency

Excellent written and spoken English

Strong calendar, email, CRM, and document-management skills

Comfortable managing multiple priorities and deadlines

Tech-savvy and quick to learn new systems

Professional and comfortable communicating with clients

Canadian real estate experience is a major advantage. Experience with Alberta real estate, transaction coordination, real estate compliance, Zapier/automation, or supporting a busy entrepreneur is a strong bonus.

Schedule

20 hours per week

Monday to Friday, 9:00 AM–1:00 PM Mountain Time

Remote

Reliable availability during these hours is required