Position Title: Executive Assistant

Department: Brokerage

Employment Type: Permanent, Full Time

Application Deadline: June 30, 2025

PURPOSE

Building trust through excellence.

VISION

Relentlessly advancing commercial real estate to provide remarkable experiences.

CULTURE

Stewardship and empowerment; integrity and fair play; remarkable experiences; mutual respect and authenticity; relationship-driven success; internal recognition and role clarity; fun!

About the Company:

MMI Group Inc. (operating as 'Cushman & Wakefield | Stevenson') is a full-service commercial real estate firm in Winnipeg, Manitoba that provides solutions in brokerage, property management, and advisory services.

We are looking for an Executive Assistant to join a top-performing commercial real estate team known for excellence in brokerage – Sales & Leasing, and investment sales in Manitoba working throughout the Canadian Market. Our fast-paced, high-energy environment demands precision, professionalism, and a proactive approach to support our team members.

Summary:

The Executive Assistant will be an integral part of a team of four senior commercial agents, ensuring seamless operations, exceptional client service, and efficient transaction management. They will work closely with the agents, handling a wide range of administrative, marketing, and client relations tasks to maximize productivity and drive business growth.

The Executive Assistant reports directly to the Executive Vice President & Principal.

Required Skills and Abilities:

• Diploma or degree in Business Administration, Real Estate, Office Management, or a related field is considered an asset.

• Minimum of 3 years of experience as an executive assistant, preferably in commercial real estate, finance, or legal sectors.

• Maintain confidentiality with all client documents and sensitive communications.

• Ensure a high level of professionalism in all interactions, representing the brokerage team with integrity and service excellence.

• Ability to work effectively in a rapidly growing/changing environment with a high degree of resourcefulness, flexibility, and adaptability.

• Industry – understanding of the commercial real estate industry is considered an asset.

• Computer Skills – advanced skills in Adobe Acrobat, CRM, Excel, Word, and other Microsoft Office programs required.

• Communication Skills – ability to communicate effectively and in a professional manner with all levels of the organization, both orally and in writing; possesses strong customer service skills and takes a diplomatic approach to successfully building and maintaining relationships with all stakeholders

• Organizational Skills – ability to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, while adapting to new ideas and constant changes.

• Relationship Skills – ability to develop and sustain cooperative working relationships at al levels of the organization; ability to be a self-motivated team player with good conflict-resolution skills and the intention to create and maintain positive working relations; committed to personal growth and integrity aligned with Cushman & Wakefield | Stevenson’s objectives and values.

• Decision-Making Skills – ability to resolve problems using facts and sound reasoning.

• Live the values of trust, collaboration, flexibility, innovation, client-driven growth, a can-do spirit, and fun.

Duties and Responsibilities:

Administrative & Transaction Support

• Prepare, proofread, and finalize Letters of Intent (LOIs), lease summaries, listing agreements, commission agreements, and transaction closing documents.
• Track key dates and deliverables for ongoing deals, including conditions, deadlines, possession dates, and renewals.
• Manage team calendars, coordinate travel arrangements, and compile monthly expense reports for submission as needed.
• Schedule and coordinate property tours, client meetings, team meetings, and site visits, ensuring all parties receive accurate calendar invites and itineraries.
• Input and update property details, transaction records, and client contact information into CRM and listing databases.
• Coordinate with lenders, lawyers, inspectors, and other stakeholders to facilitate smooth transactions.
• Submit and track brokerage commission invoices to Payroll and ensure deal documentation is submitted to Accounting.

Marketing & Business Development

• Coordinate with and assist the marketing team to create high-quality marketing materials such as flyers, brochures, signage, and proposal templates using tools like Adobe InDesign, Canva, or Microsoft Publisher.

• Draft and format listing packages, pitch books, and offering memoranda for new business opportunities.

• Manage team members’ social media accounts (e.g., LinkedIn) and collaborate with the Marketing team to execute email campaigns, track open/click rates, and manage distribution lists.

• Update and maintain listings on CRE platforms (e.g., Moody’s, Realtor.ca and Corporate Website).

• Support event planning for client meetings, property launches, and networking events.

• Research comparable properties, market trends, tenant profiles, and demographics to support listing and presentation materials.

Operations & Systems Management

• Update and maintain listing inventory, client activity, and deal pipelines in the CRM (e.g. Pipedrive CRM) as and when needed.

• Create and maintain internal tracking spreadsheets (e.g., broker activity logs, deal progress reports, document trackers, client transactions, etc.).

• Develop, implement, and maintain standardized templates and checklists for commonly used documents such as Letters of Intent (LOIs), lease summaries, commission agreements, and proposal packages.

• Work with agents to identify recurring administrative bottlenecks and propose process improvements to streamline document preparation, deal tracking, and internal communications.

Client & Stakeholder Relations

• Act as the first point of contact for broker-related inquiries from clients, landlords, tenants, property managers, investors, and legal counsel, redirecting inquiries as needed to the appropriate stakeholder.

• Prepare and send professional client correspondence, follow-up emails, thank-you notes, and client reports.

• Confirm meeting times, prepare meeting agendas, and send reminders to clients and stakeholders.

• Attend client or internal meetings to take minutes and follow up on action items as needed.

Cushman & Wakefield | Stevenson is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, 2SLGBTQQIA, female-identifying, Francophone, immigrant, refugee, differently-abled, and other equity-seeking groups to apply and self-identify.

If accommodation is required during the hiring process, please inform us once selected for an interview.