Job Description

Executive Assistant - Kim Ogilvie Group Position Overview: We’re looking for a Real Estate Executive Assistant to confidently take responsibility for overseeing flawless team operation as well as coordinating white-glove level client service and communication, enabling us to take our agent productivity and performance to the highest possible level. As our Executive Assistant, you are the engine behind the scenes. You will be responsible for overseeing every aspect of the team’s operations—think listing coordinator, transaction pipeline engineer, and client concierge all rolled into one. This is not a passive admin role—it’s a fast-paced, dynamic position for someone who thrives in a high-performance environment and wants to be part of the winning team. Compensation: Competitive Base + Performance Bonus Reports To: Principal Agents - Kim Ogilvie & Lynn Morris Responsibilities: Operations & Transaction Management • Work with Michael Saunders & Company's listing and closing coordinators to oversee all listing and buyer transactions from contract to close • Coordinate with title, escrow, lenders, inspectors, and clients to ensure seamless processes • Maintain and streamline all team systems, pipeline tracking, checklists, and CRM updates Marketing & Listing Support • Coordinate with the marketing specialist to ensure the execution of continued and effective marketing exposure of properties and the team brand alike • Schedule and coordinate photography, staging, signage, and property brochures • Ensure listings launch flawlessly and on schedule with luxury-level quality Client Experience • Serve as a professional, proactive point of contact for clients throughout their journey • Deliver concierge-level service that exceeds expectations and builds lasting loyalty • Assist with gifts, events, and touchpoint strategies for client retention Team Support & Business Development • Optimize agent calendars and coordinate showings, appointments, and meetings • Track and report key metrics: lead conversion, sales volume, listing pipeline • Help plan and execute team growth initiatives, brand partnerships, and community events Qualifications: Ideal Candidate Profile: • Experience: 3+ years in a high-volume real estate admin, manager, or TC role (luxury preferred). Please do not apply otherwise • Skills: High attention to detail, systems, and follow-through; excellent written and verbal communication • Tech Savvy: Fluent in Excel, Dotloop, extensive knowledge using and navigating MLS systems, CRM platforms, Dotloop, and Dropbox • Mindset: Calm under pressure, anticipatory in thinking, and fiercely reliable • Personality: High IQ, polished and professional demeanor, client-first mentality • Bonus: Real Estate License preferred, but not needed to apply. Experience working with top-producing teams Why You’ll Love This Role: • Belong to a best-in-class team within the real estate industry, immersed in a culture of trust, excellence, and growth • Enjoy autonomy, impact, and visibility in every facet of the business • Be part of a brand that values quality over quantity and relationships over transactions We’re looking for someone exceptional—and if that’s you, we can’t wait to meet you. About Company: We are a powerhouse real estate team ranked as the top producers in our brokerage, known for elite-level performance and consistent multi-million-dollar results. Our small yet powerful team is driven by two exceptional agents at the top of their game.

Job Tags

Contract work,

Similar Jobs