Executive Assistant / Real Estate Transaction Coordinator
L'EVATE Inc.
- Remote job
Executive Assistant / Real Estate Transaction Coordinator
Part-Time | 20 Hours/Week | Remote | 9:00 AM–1:00 PM Mountain Time
We're looking for a highly organized, proactive Executive Assistant / Real Estate Transaction Coordinator to support a busy Canadian real estate entrepreneur. This is a right-hand role for someone who loves checklists, stays ahead of deadlines, follows through without reminders, and makes sure nothing falls through the cracks.
You'll help manage real estate transactions, the owner's calendar and inbox, CRM updates, client follow-ups, and day-to-day administrative priorities.
What You'll Do
Transaction Coordination
Track listings and pending transactions from contract to close
Maintain checklists, documents, deadlines, and outstanding items
Ensure required documentation is complete and submitted on time
Follow up with clients, lawyers, mortgage brokers, agents, and other parties
Keep transaction files organized and accurate
Proactively identify missing items or upcoming deadlines
Training will be provided on company-specific processes.
Executive Support
Manage the owner's calendar, inbox, and priorities
Track tasks, commitments, and follow-ups
Coordinate meetings and appointments
Prepare documents, meeting notes, and client-facing materials
Organize digital files and communications
Assist with recurring administrative tasks and occasional personal requests
Support special projects as needed
CRM, Systems & Client Experience
Keep client and transaction information updated in the CRM
Maintain checklists, templates, and workflows
Work with Google Workspace, DocuSign, CRM platforms, and other cloud-based tools
Look for opportunities to improve or automate recurring processes
Communicate with clients when required
Coordinate client, closing, and anniversary gifts
Assist with the monthly client newsletter
Make sure important client follow-ups are completed
What We're Looking For
2+ years of experience as an Executive Assistant, Transaction Coordinator, Real Estate Assistant, or similar role
Highly organized and detail-oriented
Proactive, resourceful, and comfortable working independently
Strong follow-through and sense of urgency
Excellent written and spoken English
Strong calendar, email, CRM, and document-management skills
Comfortable managing multiple priorities and deadlines
Tech-savvy and quick to learn new systems
Professional and comfortable communicating with clients
Canadian real estate experience is a major advantage. Experience with Alberta real estate, transaction coordination, real estate compliance, Zapier/automation, or supporting a busy entrepreneur is a strong bonus.
Schedule
20 hours per week
Monday to Friday, 9:00 AM–1:00 PM Mountain Time
Remote
Reliable availability during these hours is required
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