Executive Assistant (Real Estate)

Outsourcing Advantage is seeking a proactive and organized Executive Assistant (Real Estate) to support a busy construction executive. This role requires strong prioritization skills and the ability to keep tasks on track.

Key Responsibilities:

• Organize calendar into blocks and properly prioritize the day.
• Follow up on tasks till completion
• Keep the executive on track and ensure deadlines are met.
• Answer and screen phone calls professionally
• Plan, schedule, and coordinate all important meetings and tasks for the Executive
• Record meetings (when required), take minutes, and prepare reports
• Handle correspondence with confidentiality
• Review incoming communication then prioritize and summarize
• Monitor project progress and ensure timelines are met
• Communicate and coordinate tasks with other departments
• Efficiently coordinate the Executive’s agenda and be prepared to restructure it when necessary.
• Light bookkeeping
• Maintain frequent phone communication with the Executive, receiving instructions, providing updates, and reporting on completed tasks.
• Manage email correspondence, including reviewing incoming emails, prioritizing them, summarizing important messages, and drafting responses based on the Executive’s verbal instructions.
• Keep the Executive informed of upcoming priorities, remind them of what needs to be done next, and proactively help manage their daily workflow.

• Experience directly supporting a busy Regional Property Manager
• 2 years of experience as an Executive Assistant, Administrative Assistant, or similar support role.
• 2 years of real estate management experience.
• Experience directly supporting a senior executive.
• Business-fluent English for phone calls and written communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Light bookkeeping knowledge.
• Ability to handle sensitive information with discretion.
• Experience coordinating with other departments or outside contacts such as vendors, tenants, or contractors.
• Excellent verbal communication skills and the ability to spend a significant portion of the day communicating with the Executive by phone
• Ability to take verbal direction over the phone, execute tasks independently, and draft emails from the Executive’s dictation
• Strong experience handling professional email correspondence

Hours

• 20 hours weekly to start and ability to add as the business grows

• Opportunity to work on diverse and exciting projects
• Supportive and collaborative work environment.
• Weekly payments.
• Weekends off.
• Performance Bonus.
• Over-time Bonus.
• Growth Opportunities.
• Earn bonuses for getting your friends hired.
• National holidays pay double the hourly rate.