Real Estate Executive Assistant

WizeHire, Inc; Toronto; On-site; CAD 78,000 - 99,000; Full time

Job summary

A real estate team in Toronto is looking for a high-energy executive assistant to support daily operations and client care. The ideal candidate will be organized, tech-savvy, and thrive in a fast-paced environment. The role offers a competitive salary between $56,000 and $70,500, plus benefits after two months.

Benefits

Great espresso setup

Favorite snacks stocked

Office dog

Qualifications

• Strong writing and communication skills.
• Reliable access to a vehicle.
• Organized, reliable, structured, and disciplined.

Responsibilities

• Run David’s day with precision by managing the calendar and appointments.
• Deliver concierge-level client care through communication and managing events.
• Support transaction flow by managing paperwork and CRM updates.

Skills

Organizational skills

High-energy work ethic

Communication skills

Tech-savvy

Education

2 to 4 years in an EA, operations, client care, or administrative role

Tools

Google Workspace

CRMs

Project management tools

Job description

David Rubel Realtor Team • Etobicoke , ON , CA

Description

We’re building the Four Seasons of real estate service – meticulous, warm, and consistent at every touchpoint. To achieve that, we need a high-energy operator who creates order, moves fast, and keeps the entire front of the business running smoothly.

You will be the person who clears everything off David’s plate that does not require his direct skill, judgment, or presence. In this role, your work will directly shape how the business grows and operates – your impact will be visible every day.

You’ll also support our Operations Manager by helping execute systems, keeping tools clean, and driving the business forward through strong organization, client care, and proactive decision-making.

If you live by your calendar, take pride in being reliable, and genuinely enjoy making complex days run efficiently, you’ll thrive here.

The Ideal Candidate

• Takes full ownership – when something is handed to you, it is handled
• Brings solutions first, then details
• Thinks multiple steps ahead and keeps David on time, prepared, and efficient
• Warm, polished communicator who makes clients feel cared for
• High-energy Type A who creates order, not chaos – fast, calm, relentlessly productive, zero drama
• Lives an organized life – tidy inbox, routine-driven, structured
• Learns quickly and adapts even faster
• Tech-forward and confident with AI, automations, and optimization
• Uses good judgment and knows when to loop in David or our Ops Manager
• Thrives in a fast-paced environment with a high volume of work while staying calm, organized, and in control
• Enjoys supporting clients and delivering a seamless, concierge-level experience

Compensation- $56,000–$70,500 salary, PTO, and performance bonus eligibility after 2 months.

Responsibilities

• Run David’s day with precision: own the calendar, plan efficient routes, prepare materials, and manage smooth transitions between appointments.
• Deliver concierge-level client care through warm communication, managing group chats, handling intake and follow-ups, and supporting client gifts and events.
• Coordinate showings and listing logistics, including booking showings, confirming access, tracking feedback, organizing lockboxes, and preparing listing materials.
• Support transaction flow by preparing offer documents (APS, waivers, amendments), managing paperwork, updating CRM notes/tasks, and triple-checking accuracy.
• Execute operational systems by keeping Monday.com and Follow Up Boss organized, maintaining checklists, and working with the Operations Manager to keep workflows sharp.
• Assist with light marketing tasks, including social media scheduling, simple Canva edits, newsletters, and using AI tools to streamline content and processes.

Qualifications

• 2 to 4 years in an EA, operations, client care, or administrative role.
• Strong writing and communication skills.
• Tech-savvy: Google Workspace, CRMs, project management tools.
• Organized, reliable, structured, and disciplined.Thrives in high-volume environments with calm execution.
• Reliable access to a vehicle.
• Lives within 30 mins of South Etobicoke.
• Real estate experience is helpful but not required.

About David Rubel Realtor Team

David is a Top 1 percent agent who is proactive, strategic, and high-output. He values clarity, precision, warmth, humour, and treating clients exceptionally well. Coaching and learning matter deeply, and relationships always come first.

The team is built on support, high standards, and shared ambition. We value people who communicate directly, take pride in their work, and operate with maturity and intention.

We’re creating a team where clients feel extremely well cared for, every detail reflects quality, we negotiate with precision and respect, go the extra mile, and prioritise relationships above all else.

We’re building an environment where ambitious, supportive, like-minded people excel. They feel valued, are well-compensated, take pride in their work, and never want to leave.

Office perks

Office perks: a great espresso setup, your favourite snacks stocked, and the world’s most handsome golden retriever (the REAL team leader).