Executive Assistant

TAG HR; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading real estate brokerage located in Ottawa is seeking an experienced Executive Assistant to provide support to the Managing Director and team. This role demands exceptional organizational skills, discretion, and the ability to manage complex schedules and communications. Ideal candidates will have a strong background in administrative support within real estate, thrive in fast-paced environments, and possess proficiency in Microsoft Office. Competitive consideration will include those who can create impactful presentations and manage sensitive information diligently.

Qualifications

• Proven experience as an Executive Assistant, ideally in real estate.
• Strong written communication and document preparation skills.
• Meticulous attention to detail and reliability.

Responsibilities

• Manage complex calendars and scheduling for senior leaders.
• Prepare professional information packages and presentations.
• Draft and format correspondence and agreements.

Skills

Organizational skills

Communication skills

Discretion

Interpersonal skills

Tools

Microsoft Office Suite

Job description

Executive Assistant – Real Estate & Property Management

Salary: TBD

About the Role

Our client, a leading real estate brokerage, is seeking an experienced Executive Assistant to provide dedicated support to the Managing Director and the Real Estate Brokerage team. This role is central to ensuring seamless operations within a fast-paced, entrepreneurial environment. The ideal candidate is proactive, highly organized, and brings exceptional judgment, professionalism, and discretion to every task.

This is a key opportunity for an administrative professional with experience in a real estate brokerage setting, who thrives in a high-performance culture and is motivated to anticipate needs, streamline processes, and empower leadership to focus on strategic priorities.

Key Responsibilities

• Manage complex calendars and scheduling for senior leaders, including preparation of briefing materials and follow-up actions.
• Coordinate internal and external meetings, ensuring logistics, travel arrangements, and documentation are handled with precision.
• Prepare professional information packages, reports, and presentations for investors, stakeholders, and clients.
• Draft, edit, and format correspondence, agreements, and other business documents.
• Track outstanding items, deadlines, and bring-forward systems to ensure timely completion.
• Support internal communications and alignment across teams and stakeholders.
• Uphold the highest level of discretion in handling sensitive and confidential information.
• Assist with planning and execution of corporate initiatives, events, and special projects.
• Maintain organized administrative systems, including contact databases, invoicing, and records management.

Qualifications

• Proven experience as an Executive Assistant, ideally within a real estate brokerage or related industry.
• Known for professionalism, discretion, and reliability when handling sensitive matters.
• Highly organized with meticulous attention to detail and follow-through.
• Strong written communication and document formatting skills, with experience preparing executive-level materials.
• Comfortable working with financial documents, legal agreements, and real estate transaction materials.
• Proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and familiar with modern communication/file management tools.
• Excellent interpersonal skills and emotional intelligence; able to build trusted relationships across all levels.
• Thrives in a collaborative, in-office environment, contributing positively to team culture.