Real Estate Administrative Assistant

The Agency RE; Cambridge; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a Personal Administrative Assistant to support a top-performing luxury real estate agent. This role demands exceptional organizational skills and a commitment to delivering five-star service. You will manage complex schedules, client communications, and ensure every interaction reflects a luxury experience. This is a long-term opportunity for someone passionate about operational excellence in a fast-paced environment. Join a dynamic team where your contributions will be valued, and your career can flourish in the world of luxury real estate.

Benefits

Performance bonuses

Exposure to luxury client service

Long-term growth opportunities

Qualifications

• Must have past administrative experience in real estate or related fields.
• Proficient in Google Workspace and Microsoft Office Suite.

Responsibilities

• Manage complex schedules and client communications with precision.
• Act as the first point of contact for high-net-worth clients.

Skills

Detail-oriented

Organizational Skills

Assertiveness

Emotional Intelligence

Communication Skills

Problem Solving

Tech-savvy

Education

Administrative Experience in Real Estate

Proficiency in Google Workspace

Proficiency in Microsoft Office Suite

Tools

Google Workspace

Microsoft Office Suite

Job description

About the Opportunity:

A highly successful, fast-paced luxury real estate agent is hiring a Personal Administrative Assistant who is passionate about operational excellence and thrives in a high-performance environment.

This role is best suited for someone who is laser-focused, organized beyond measure, emotionally resilient, and committed to delivering five-star service every single day.

Important: This is not a stepping-stone into sales. This is a long-term administrative career opportunity supporting a top performer.

Key Responsibilities:

•Administrative Excellence:

• Manage and organize complex schedules, client communications, meetings, showing requests, and personal tasks with precision.

• Prepare listing agreements, offers, and marketing materials with perfect accuracy.

• Track and follow up on deadlines, documents, signatures, and critical dates without needing reminders.

•Client Service:

• Act as the first point of contact for high-net-worth clients and partners, delivering white-glove service across all communications.

• Ensure that every touchpoint with the agent and the business reflects a luxury brand experience.

•Operations and Systems:

• Maintain CRM databases and organize client records with meticulous accuracy.

• Coordinate property listings, staging, photography, open houses, and marketing launches.

•Problem Solving:

• Proactively anticipate needs and resolve issues before they arise.

• Follow up assertively and persistently with all stakeholders to keep transactions and processes moving.

•Personal Support:

• Manage occasional personal errands and bookings with confidentiality and professionalism.

What We Are Looking For:

Skill Set & Personality Traits:

•Exceptionally detail-oriented — no typos, missed deadlines, or dropped balls.

•Highly organized — you believe there’s a place for everything, and everything should be in its place.

•Assertive and persistent — you are not afraid to follow up, nudge, or hold others accountable professionally.

•Resilient with thick skin — you take feedback constructively, not personally, and keep striving for better.

•Persuasive and professional communicator — able to get results without ever sounding aggressive or rude.

•Calm under pressure — thrives when others might feel overwhelmed.

•Emotionally intelligent — able to handle client needs, agent needs, and last-minute changes without drama.

•Luxury service mindset — understands that excellence is not optional when serving discerning clients.

•Tech-savvy and resourceful — confident in learning and mastering new tools quickly.

Non-Negotiables:

•Must have past administrative experience in real estate or a related professional services industry (law, finance, luxury services, consulting).

•Must be proficient in Google Workspace (Docs, Sheets, Gmail, Calendar, Drive) and Microsoft Office Suite (Word, Excel, Outlook).

•Must possess impeccable grammar, spelling, and written communication skills.

•Must have reliable transportation and a valid driver’s license.

•Must be available outside of standard working hours to respond to time-sensitive requests (with reasonable expectations).

•Must understand this is a demanding, high-standards environment — reliability, loyalty, and discretion are critical.

What We Offer:

•A competitive salary (commensurate with experience)

•Performance bonuses based on contribution and results

•Exposure to the highest levels of the real estate industry and luxury client service

•A dynamic, fast-paced environment where no two days are the same

•Long-term growth opportunity for those who excel and are committed to administrative excellence

To Apply:

Please submit your resume AND a brief cover letter to [e-mail] explaining:

1. Why you are the perfect fit for a high-performance real estate administrative role;

2. How you stay organized and deliver five-star service under pressure;

3. What you believe are the three most important skills for this position.

Note: Only candidates with prior real estate administrative experience will be considered. References and background checks will be required for finalists.