Real Estate Executive Assistant

Who We Are

Re/Max Hallmark Ciancio Group is a boutique real estate team specializing in helping clients buy and sell homes in Markham and surrounding communities.

Since 2012, our business has been built on strong relationships, exceptional client service, and a commitment to delivering a seamless real estate experience. We believe real estate is about more than transactions — it’s about trust, professionalism, and long-term relationships.

As our business continues to grow, we are looking for a Licensed Executive Administrator who thrives in a fast-paced environment and takes pride in keeping operations running smoothly behind the scenes.

About the Role

This is a high-trust, high-responsibility role supporting a top-producing Realtor and Broker of Record.

As the Executive Assistant, you will be the operational backbone of the business — managing transactions, communications, schedules, and systems so the broker can stay focused on clients, strategy, and growth. This role requires someone who is highly organized, proactive, detail-oriented, and able to manage multiple moving parts without missing deadlines or important details.

A valid Ontario real estate license is highly valued in this role, as it allows you to fully understand contracts, compliance requirements, MLS systems, and transaction timelines. Your license also enables you to confidently communicate with clients, cooperating agents, and lawyers, and step in when time-sensitive situations arise.

While this is primarily an administrative and operational role, having a license ensures you understand the real estate process at a professional level and can support the business effectively.

Expectations

Our business moves quickly and requires a high level of organization and accountability.

We are looking for someone who already understands the demands of the real estate industry and can confidently manage multiple responsibilities while maintaining professionalism and attention to detail.

If you have experience supporting a busy Realtor or real estate team and enjoy being the person who keeps everything running smoothly behind the scenes, we would love to hear from you.

$60,000 - $75,000 plus performance bonus and commission

Transaction Management

• Prepare contracts, offers, amendments, and related documentation
• Upload and manage MLS listings and listing documentation
• Track deadlines, deposits, conditions, and compliance requirements
• Coordinate with lawyers, mortgage brokers, and cooperating agents
• Maintain accurate digital transaction records

Listing & Client Support

• Prepare listing documentation and materials
• Coordinate listing preparation, including photographers, cleaners, staging, and signage
• Support client onboarding and listing launch preparation
• Maintain communication with clients throughout the process

Executive Support

• Manage the broker’s calendar, inbox, and daily communications
• Screen emails and calls, and prioritize urgent matters
• Schedule appointments, meetings, and property-related logistics
• Coordinate vendor bookings, including photographers, cleaners, movers, contractors, and inspectors

Systems & Operations

• Maintain CRM systems and client records (Follow Up Boss preferred)
• Organize digital files and internal systems
• Prepare reports and track business operations when needed
• Ensure systems and checklists are maintained and updated

• Valid Ontario Real Estate License (Required)
• Minimum 2–3 years of experience supporting a Realtor or real estate team
• Experience working in a fast-paced real estate environment preferred
• Proficiency with REALM, Webforms, Broker Bay, and Docu Sign
• Familiarity with Follow Up Boss CRM and Google Workspace
• Strong knowledge of Microsoft Word and Excel
• An Ontario driver’s license and access to a vehicle

Ideal Candidate

You are someone who:

• Is exceptionally organized and detail-oriented
• Thrives in a fast-paced, deadline-driven environment
• Anticipates needs and takes initiative
• Communicates clearly and professionally with clients and vendors
• Can manage multiple active transactions without losing track of details
• Is calm under pressure and solution-oriented
• Takes ownership of responsibilities and follows through

This role requires flexibility, accountability, and a strong work ethic.

We want to make sure you're comfortable. If you have any questions about the opportunity, feel free to reach out!