Executive & Property Administrator

RECRUITMENT PARTNERS INC.; Calgary; On-site; CAD 65,000 - 90,000; Full time

Job summary

RECRUITMENT PARTNERS INC. is seeking an Executive & Property Administrator to support a busy business owner with executive, administrative, leasing, and property coordination duties.

This fast-paced role requires managing calendars, emails, tenant communications, vacancy cycles, and documentation while building efficient systems and checklists. Ideal candidates have several years in executive or property administration, strong organization, discretion, and the ability to manage multiple

Qualifications

• Experience in Executive Assistant, Personal Assistant, Project Coordinator, Office Coordinator, Property Administration, Leasing, Event Planning, or similar role.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when managing schedules, documentation, and deadlines.
• Professionalism, discretion, and ability to handle confidential information.
• Ability to adapt to changing priorities in a dynamic environment.

Responsibilities

• Manage calendars, meetings, deadlines, and follow-up items for a busy executive.
• Assist with email and communication management, prioritizing urgent matters.
• Anticipate needs, prioritize tasks, and coordinate next steps on key initiatives.
• Coordinate tenant communications and support leasing administration activities.
• Manage vacancy and turnover processes, including listings, inquiries, showings, and documentation.
• Maintain accurate records, trackers, agreements, and key dates.
• Coordinate information between stakeholders, vendors, tenants, and internal teams.
• Support special projects, research assignments, and operational initiatives as required.
• Develop systems, processes, and checklists to improve efficiency and organization.

Skills

Executive/Personal Assistant

Organizational skills

Time management

Proactive problem solving

Communication skills

Confidentiality

Adaptability

Job description

Our client is seeking a highly organized and proactive Executive & Property Administrator to support a busy business owner and assist with a variety of executive, administrative, leasing, and property coordination responsibilities. This role is ideal for someone who thrives in a fast-paced environment, enjoys variety in their work, and can confidently manage competing priorities with minimal direction.

Your Success Will Be Defined By Your Ability To

• Manage calendars, meetings, deadlines, and follow-up items for a busy executive.
• Assist with email and communication management, ensuring urgent matters are addressed promptly.
• Anticipate needs, prioritize tasks, and proactively coordinate next steps on key initiatives.
• Coordinate tenant communications and support leasing administration activities.
• Manage vacancy and turnover processes, including listings, inquiries, showings, and documentation.
• Maintain accurate records, trackers, agreements, and key dates.
• Coordinate information and communication between stakeholders, vendors, tenants, and internal team members.
• Support special projects, research assignments, and operational initiatives as required.
• Develop systems, processes, and checklists to improve efficiency and organization.

Your strengths include:

• Several years of experience in an Executive Assistant, Personal Assistant, Project Coordinator, Office Coordinator, Property Administration, Leasing, Event Planning, or similar role.
• Exceptional organizational and time management skills with the ability to juggle multiple priorities.
• Strong initiative and a proactive approach to problem solving.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when managing schedules, documentation, and deadlines.
• Professionalism, discretion, and the ability to handle confidential information.
• Ability to adapt to changing priorities and responsibilities in a dynamic environment.
• Experience within construction, property management, leasing, or real estate is considered an asset but is not required.
• Access to a reliable vehicle is a must.