This role is for an experienced and enthusiastic Operations Manager fluent in real estate support. We are a high-performing real estate team based in Langley, and we’re looking for a full-time, in-person Executive Assistant /Operations Manager to help lead and elevate our internal operations. This is a key strategic role that supports a dynamic team by overseeing all administrative, transaction, marketing, client care, and operational functions. We’re searching for a proactive, detail-oriented Executive Assistant who can take charge of managing and optimizing our day-to-day operations. In this leadership-focused position, you will guide and support all areas of the business - From administration and marketing to client care and general operations - ensuring our realtors can stay focused on sales and relationship building. You will directly oversee a full-time administrator, a part-time administrator, and staging/marketing support. You’ll also serve as the central point for systems management, team accountability, and overall operational continuity. Bonus items that motivate and set us apart: • Confidential hiring process • Competitive wages • Paid vacation • Monday to Friday, 9 am-5 pm (with occasional evening and weekend work as needed) Responsibilities: Team & Operations Leadership • Lead, supervise, and support all administrative team members. • Maintain a clear structure of responsibility and workflows across all departments. • Ensure team systems (Trello boards, Pipedrive, calendars) are being used properly and consistently. • Hold weekly team meetings and one-on-ones with admin staff to manage progress and address any roadblocks. • Track task and project completion and realign priorities as needed. Systems & Workflow Management • Own and refine internal systems (checklists, Trello, Google Drive, Pipedrive CRM). • Identify inefficiencies and implement improvements across listing processes, client communications, and administrative workflows. • Ensure critical tasks like database updates, listing launches, gift preparation, and event planning stay on track and on time. • Serve as the liaison between agents and support staff, making sure everything flows smoothly. • Support the agents in all stages of the real estate transaction process to ensure smooth execution from contract to close. Marketing & Client Experience Oversight • Oversee execution of all marketing and client care tasks (social media, business coaching, pop-bys, closing gifts, birthdays, staging materials, etc). • Approve and review materials prepared by team members before public release. • Maintain consistency of team branding and professionalism across platforms. • Ensure a high standard of client touchpoints and aftercare. Calendar, File & Deal Tracking • Maintain a master calendar for key team activities, file deadlines, pop-by schedules, birthdays, events, and agent follow-ups. • Track pending and active deals, ensuring each file is progressing according to checklist timelines. • Assign call lists and ensure team accountability for staying in touch with their clients at appropriate intervals. Event & Project Supervision • Oversee planning and execution of client appreciation events and seasonal campaigns. • Delegate tasks related to venue booking, invitations, materials prep, and budget tracking. • Provide oversight and guidance for team-hosted events, including holiday gifting, pop-by delivery, and promotional campaigns. Team Culture & Communication • Act as the go-to person for keeping the team organized, positive, and on mission. • Proactively communicate updates, reminders, and shifts in team priorities. • Help onboard new staff or agents by facilitating training on systems and expectations. Qualifications: • Minimum 3 years of experience in real estate operations or team management. • Valid BC driver's license and reliable vehicle. • Strong leadership and supervisory skills. • Highly proficient with Pipedrive CRM, Trello/Asana, and Google Workspace. • Excellent organization, delegation, and follow-up habits. • Experience managing multiple team members and projects simultaneously. • Able to take initiative and anticipate needs before they arise. • Strong communicator who thrives in a fast-paced, collaborative environment. • Enjoy being in a dynamic job where no task is above or below you. • A constant drive to improve the experience of clients and our internal processes: "How can I make things better?". About Company: CoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.
