Job Description

Location: Victoria,British Columbia,Canada

Executive Assistant / Office Manager

Confidential Real Estate Team
Full-Time | In-Office

About the Opportunity

We are a high-performing, client-focused real estate team seeking an exceptional Executive Assistant / Office Manager to act as the operational backbone of our business. This is a dynamic, multi-functional role that blends executive support, office management, client experience, and marketing coordination.

This position is ideal for someone who thrives in a fast-paced environment, takes initiative, and is motivated by delivering a best-in-class experience—for both clients and team members.

The Role

This is not a traditional administrative position. You will be responsible for leading processes, anticipating needs, and ensuring seamless execution across the business You will maintain a “bird’s-eye view” of operations, connecting client experience, transactions, marketing, and team coordination.

Success in this role requires critical thinking, accountability, and the ability to operate independently while consistently producing high-quality work.

Key Responsibilities

Client Care & Experience

• Serve as the first point of contact for clients and visitors, delivering a warm, professional experience
• Act as the “ client concierge,” ensuring every interaction reflects care and attention to detail
• Support clients post-offer acceptance (calls, updates, answering questions, coordinating next steps)
• Review and initiate new transactions, ensuring accuracy and completeness from the outset
• Proactively monitor transaction progress and communicate updates to clients
• Coordinate with referral partners and manage thoughtful client gifting and follow-ups
• Deliver elevated, personalized experiences (e.g., milestone recognition, unexpected gestures)

Marketing & Event Coordination

• Support the planning and execution of marketing initiatives (campaigns, mail-outs, database management)
• Research, develop, and implement marketing plans with leadership input
• Coordinate events and client engagement initiatives (including occasional client events and fundraisers)
• Maintain and improve marketing systems, processes, and documentation

Team & Culture Support

• Coordinate team activities including lunches, events, and celebrations
• Maintain awareness of team preferences (birthdays, dietary needs, etc.)
• Support registration and logistics for training, conferences, and events
• Contribute to a positive, thoughtful, and engaging team environment

Office & Operations Management

• Oversee day-to-day office operations, ensuring supplies and materials are fully stocked
• Prepare and manage client and listing materials (including print, packaging, and “go kits”)
• Manage office keys and coordinate access as needed
• Maintain and organize storage inventory, including tracking and system updates
• Ensure all operational systems run smoothly and efficiently

What We’re Looking For

Core Competencies

• Highly proactive with a strong sense of ownership and initiative
• Ability to work independently and drive projects from start to finish
• Strong critical thinking and problem-solving skills
• Strategic mindset with the ability to see the bigger picture
• Exceptional attention to detail and pride in work quality
• Excellent communication skills (written and verbal)
• Professional, polished, and client-focused demeanor

Mindset & Approach

• Takes full accountability—identifies issues, owns them, and implements solutions
• Anticipates needs and next steps without direction
• Resilient and solution-oriented when plans shift or challenges arise
• Committed to delivering consistently high standards in every task
• Passionate about creating exceptional client and team experiences

Experience & Skills

• Previous experience in an Executive Assistant, Office Manager, or Operations role
• Experience in real estate or transaction-based environments is a strong asset
• Comfortable managing multiple priorities in a fast-paced setting
• Proficiency in English (written and spoken) required
• Experience with CRM systems, marketing coordination, or project management tools is an asset

Why This Role?

• Opportunity to play a key leadership role behind the scenes of a successful business
• High level of autonomy and ownership
• Collaborative, supportive team environment
• Ability to make a meaningful impact on both client experience and business operations

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