Job Title: Executive Assistant/Operations Assistant
Location: Remote (Preference for candidates in time zones compatible with EST)

About the Company
A Toronto-based mortgage brokerage specializes in personalized financial education and advice for homebuyers. With nearly 15 years of industry experience, the firm is committed to guiding clients through the complexities of home ownership, ensuring they make informed financial decisions every step of the way.

The team currently includes:

• The Founder, who leads business development, client relationships, and overall strategy.
• An Experienced Underwriter, managing mortgage applications, including document collection, application analysis, lender communication, and file completion.
• A network of contracted specialists who handle specialized tasks.

Clear communication and excellent service for referral partners and clients are central to the company's success.

About the Role
The Executive Assistant/Operations Assistant will play a pivotal role in ensuring the business operates efficiently and effectively. This person will act as the operational backbone of the organization, enabling the team to maintain exceptional service standards while allowing the founder to focus on business growth.

Key Responsibilities

1. Operational Support
   
   • Manage day-to-day communications with the team, clients, transaction contacts, and referral partners.
   • Streamline workflows and ensure timely completion of administrative tasks.
   • Coordinate with contracted specialists to ensure project alignment and deadlines are met.
2. Client and Partner Communication
   
   • Serve as the first point of contact for referral partners, maintaining strong professional relationships.
   • Provide timely updates to clients and partners, ensuring seamless coordination throughout the mortgage process.
   • Handle inquiries efficiently, maintaining high standards of professionalism and responsiveness.
3. Marketing and Outreach
   
   • Execute marketing initiatives, including social media management, content creation, and email campaigns.
   • Develop and maintain strong relationships with referral partners through targeted outreach.
   • Support branding efforts to enhance the company's market presence.
4. Database and Systems Management
   
   • Oversee the CRM to track leads, manage client information, and generate reports.
   • Provide detailed updates to referral partners and clients using database insights.
   • Continuously improve database processes to optimize operational efficiency.
5. Strategic Collaboration
   
   • Partner with the founder to identify and implement opportunities for business growth.
   • Analyze operational processes and recommend improvements.
   • Contribute to long-term planning initiatives to support organizational objectives.

Qualifications

• Experience: Minimum of 3 years in an administrative, operational, or project management role, preferably in a financial or real estate setting.
• Skills:
  • Strong organizational and time-management abilities.
  • Excellent written and verbal communication skills.
  • Proficiency in CRM tools, email marketing platforms, and social media management.
  • Ability to multitask and adapt to a dynamic work environment.
• Personality: Self-starter with a proactive approach, attention to detail, and a strong sense of accountability.

Work Schedule

• Remote position with flexibility in hours; availability during EST business hours is preferred.

Why Join Us?

• Be part of a growing, client-focused organization with a strong commitment to empowering homebuyers.
• Opportunity to work closely with a seasoned professional and contribute to meaningful business growth.
• Collaborative and supportive work environment that values innovation and initiative.