Executive Administrative Assistant (Ontario)

Our client, a leader in commercial real estate, is seeking an Executive Assistant to support a high-performing broker team and senior leadership in Ontario, CA . This is a full-time, on-site position operating 8 : 00am-5 : 00pm . This position starts as a 3-month contract to hire opportunity and pays $25-27.50 per hour based on experience. The ideal candidate will bring 35 years of paralegal or executive-level support experience in commercial real estate law and will play a critical role in managing transaction-related tasks, legal documentation, and client communications.

This position is best suited for someone with exceptional organizational skills, strong real estate transaction knowledge, and the ability to thrive in a fast-paced, deadline-driven environment.

Key Responsibilities

Draft, review, and manage real estate documents, including purchase and sale agreements, leases, amendments, and closing documents

Coordinate and manage all aspects of real estate transactions from inception through closing

Conduct title and survey review; identify and resolve issues

Assist with due diligence activities, including reviewing leases, contracts, and corporate documents

Maintain organized files and track critical dates and deliverables

Provide day-to-day support to senior brokers, including document preparation, scheduling, and internal / external communication

Liaise with attorneys, clients, lenders, title companies, and other stakeholders

Ensure compliance with company policies and applicable laws

Manage emails and calendars with a high degree of accuracy and confidentiality

Qualifications

35 years of experience in a paralegal or executive support role within commercial real estate

Bachelors degree or equivalent experience required

Paralegal certification preferred

Strong knowledge of real estate transaction processes, including title and survey review

Proficiency in Microsoft Office Suite and document management systems

Excellent organizational and time-management skills

Ability to manage multiple priorities independently in a fast-paced environment

Proven collaboration skills with attorneys, brokers, and clients

Experience working closely with brokers or legal teams in commercial transactions

Familiarity with compliance processes in real estate law

Ability to anticipate and proactively address the needs of senior stakeholders