Executive Assistant to Chief Executive Officer

Brief for Executive Administrative

Assistant Role

Position: Part-Time Executive Administrative Assistant (20 hours/week)

Focus Areas: Bookkeeping, Property Management, and Administrative Support

Reports To: Founder- Design Agency + Brokerage

Salary Range: $500-600

Overview

The Executive Administrative Assistant will play a key role in managing day-to-day operations

across both real estate and business activities . This role requires strong attention to detail,

excellent organisational skills, and the ability to manage multiple priorities efficiently.

The ideal candidate is proactive, tech-savvy, and experienced in bookkeeping, property

management, and administrative coordination and the quebec taxation services.

Core Responsibilities

Inbox, Calendar & Scheduling

* Manage 3–5 inboxes: organize emails, tag client/vendor communication, and flag follow-ups.
* Draft simple replies and file documents in Google Drive or CRM.
* Maintain synced calendars via Motion/Asana for business and personal schedules, booking meetings and showings while avoiding conflicts.

File & Contract Management

* Organize and label all contracts and compliance documents.
* Track e-signatures and ensure brokerage documentation meets BHHS standards.

Bookkeeping & Financial Organization

* Reconcile property-related accounts weekly and categorize all transactions.
* Maintain income/expense records for 15 properties, track GST/QST, and prepare monthly P&L summaries.
* Match receipts to expenses and flag discrepancies.

Property Management & Tenant Relations

* Serve as first contact for tenants; manage rent collection, lease renewals, and inspections.
* Coordinate maintenance requests, contractor scheduling, and property logs.
* Maintain property calendars and prepare weekly and monthly reports.

Administrative & Document Control

* Maintain organized digital filing systems (Google Drive/Dropbox).
* Update property data in the Master Portfolio Tracker.
* Prepare letters, statements, and official correspondence with vendors, municipalities, and insurance companies.

Ideal Candidate Profile

● Background in real estate, bookkeeping, or executive administration (preferred).

● Highly organised, detail-oriented, and self-sufficient.

● Strong written communication in English and French.

● Proficient with Google Workspace, Asana/Motion, QuickBooks (or spreadsheets),

and DocuSign.

● Additional

● Comfortable managing confidential information and financial data.

● Proactive, solutions-oriented, and able to anticipate needs.

What You’ll Bring

• A proactive mindset with an ability to execute fast and independently.

• Track record of delivering measurable results in Admin Operations and Book Keeping

* • Strong organisational and analytical skills to manage data, projects, and reporting efficiently.