Administrative Assistant
Top Benefits
About the role
Position: Administrative Assistant
Reports to: Managing Director
Job Type: Full Time
ABOUT RENNIE
rennie brings a thoughtful, people-first approach to real estate, supporting our clients and communities for over 50 years. With a growing team of 400+ (including home office staff and real estate advisors), we provide trusted sales, marketing, and advisory services.
rennie is a place for fundamentally good humans. That means we treat others with respect, celebrate what makes us different, and hold one another to high standards - with kindness and clarity. We exist to educate, inspire and empower.
WHAT WE OFFER
At rennie, our people are at the heart of everything we do. We believe the best workplaces are rooted in trust, shaped by empathy, powered by growth, and elevated by excellence. That means:
- You start with trust — autonomy and integrity are expected and encouraged.
- Growth is a priority — whether you’re here six months or six years, your development is supported and celebrated.
- Care is non-negotiable — kindness, fairness, and respect are how we show up.
- Excellence is collaborative — we hold high standards with high support, striving to deliver impact with care.
To support you in doing and being your best, we offer:
-
Learning and development opportunities to support your personal and professional growth.
-
Comprehensive health and wellness benefits.
-
Flexibility where possible, with clear expectations and the trust to do meaningful work.
-
A culture of collaboration, fairness, and feedback - where your contributions matter.
-
A workplace where you belong from day one - valued for who you are, not just what you do.
ABOUT THE OPPORTUNITY
We’re looking for an Administrative Assistant to join our home office team. This role supports the senior leaders of various teams at rennie and is central to keeping our leadership team organized, on track, and focused on what matters most.
This is a dynamic and highly collaborative role — perfect for someone who thrives in a fast-paced environment, anticipates needs before they arise, and enjoys balancing day-to-day admin tasks with project coordination, technology support, and research.
WHAT YOU’LL DO
Executive & Team Support
- Serve as the primary point of contact for the leadership team, ensuring smooth communication between internal teams and external partners.
- Coordinate complex calendars and schedule meetings, proactively managing conflicts and keeping all parties informed.
- Arrange and prepare for meetings and conference calls, including room bookings, technology setup, catering, and materials.
- Provide on-site and logistical support for industry events, speaking engagements, and team events.
Administration & Operations
- Prepare and edit documents, reports, and presentations with accuracy and attention to detail.
- Maintain electronic and physical filing systems, distribution lists, and databases.
- Process monthly expense reports, manage client billing and invoicing, and support departmental budgets as needed.
- Coordinate travel itineraries including flights, accommodations, and transportation.
Meeting, Project & Goal Management
- Track meeting attendance, distribute agendas and materials, and capture meeting minutes when required.
- Use project management tools (e.g. Asana) to manage tasks, track project progress, and ensure leadership goals and priorities are completed on time.
- Support with software management; coordinating discovery and CSM meetings, analyzing usage/spend, and preparing for contract renewals to identify cost optimization opportunities.
- Build and maintain spreadsheets, generate reports, and conduct data analysis using advanced Excel functions to support resource planning and project management.
- Conduct research to support business initiatives and prepare recommendations or summaries for leadership review.
Collaboration & Continuous Support
- Partner with the Administrative/Office Services team to ensure office operations are fully supported and covered.
- Anticipate the needs of the leadership team and take initiative to address them proactively.
- Assist with other related tasks as assigned by the broader leadership team.
WHAT YOU BRING
Education and Experience
- 3+ years of experience in an office administrative role
- Experience supporting senior leaders in a fast-paced, professional environment.
Desired Knowledge, Skills and Abilities
- Highly organized with strong time management and prioritization skills.
- Demonstrates a high sense of proactivity and urgency in responding to executive requests, or those of other leaders
- High attention to detail and an ability to maintain a high level of professionalism in dealing with confidential and sensitive issues
- Exceptional communication skills
- Collaborative and adaptable in a fast-changing environment.
- Comfortable working with data and systems to analyze trends and make recommendations.
- Proficiency with Google Workspace and Microsoft Office (especially Excel)
- Experience with project management and CRM tools such as Asana or Salesforce an asset
- Knowledge of the local real estate market is considered an asset.
WORKING CONDITIONS
- Our home office is located just outside of Granville Island in Kitsilano and this role is primarily office based with some flexibility to work remotely
SALARY INFORMATION
The typical base salary for this specific position is from $52,000 to $65,000. The salary offered is based on a number of relevant business and candidate factors including education, job-related knowledge, skills, experience, and organizational needs. We also have a performance based bonus program that supports our employees by recognizing exceptional individual performance and company success.
How to Apply: Are you interested in working for an industry leader alongside an amazing team?
Please apply here: https://bit.ly/3Y55egj
We thank all candidates for their interest, however, only select individuals will be contacted.
I can’t be me unless I let you be you. - Bob Rennie
At rennie, we understand that experience comes in many forms. We don’t just accept differences, we celebrate them. We’re proud to hire from a variety of backgrounds and are dedicated to adding new perspectives to our team.
For more information, visit https://rennie.com/about
About Rennie
When you are buying, selling or building a community, you can depend on rennie to deliver exceptional service. For more than 40 years, we have been bringing expert knowledge, trusted experience and a uniquely human approach to our real estate practice.
We believe in fostering a vibrant workplace of collaboration, empowerment and opportunity. Our team is diverse—representing a range of skill sets, backgrounds and perspectives—but we are motivated by a common goal: being the most trusted resource in real estate. We put people first by prioritizing relationships and investing in professional development. And we are continually learning, improving and anticipating ways to meet the evolving demands of the real estate industry.
Administrative Assistant
Top Benefits
About the role
Position: Administrative Assistant
Reports to: Managing Director
Job Type: Full Time
ABOUT RENNIE
rennie brings a thoughtful, people-first approach to real estate, supporting our clients and communities for over 50 years. With a growing team of 400+ (including home office staff and real estate advisors), we provide trusted sales, marketing, and advisory services.
rennie is a place for fundamentally good humans. That means we treat others with respect, celebrate what makes us different, and hold one another to high standards - with kindness and clarity. We exist to educate, inspire and empower.
WHAT WE OFFER
At rennie, our people are at the heart of everything we do. We believe the best workplaces are rooted in trust, shaped by empathy, powered by growth, and elevated by excellence. That means:
- You start with trust — autonomy and integrity are expected and encouraged.
- Growth is a priority — whether you’re here six months or six years, your development is supported and celebrated.
- Care is non-negotiable — kindness, fairness, and respect are how we show up.
- Excellence is collaborative — we hold high standards with high support, striving to deliver impact with care.
To support you in doing and being your best, we offer:
-
Learning and development opportunities to support your personal and professional growth.
-
Comprehensive health and wellness benefits.
-
Flexibility where possible, with clear expectations and the trust to do meaningful work.
-
A culture of collaboration, fairness, and feedback - where your contributions matter.
-
A workplace where you belong from day one - valued for who you are, not just what you do.
ABOUT THE OPPORTUNITY
We’re looking for an Administrative Assistant to join our home office team. This role supports the senior leaders of various teams at rennie and is central to keeping our leadership team organized, on track, and focused on what matters most.
This is a dynamic and highly collaborative role — perfect for someone who thrives in a fast-paced environment, anticipates needs before they arise, and enjoys balancing day-to-day admin tasks with project coordination, technology support, and research.
WHAT YOU’LL DO
Executive & Team Support
- Serve as the primary point of contact for the leadership team, ensuring smooth communication between internal teams and external partners.
- Coordinate complex calendars and schedule meetings, proactively managing conflicts and keeping all parties informed.
- Arrange and prepare for meetings and conference calls, including room bookings, technology setup, catering, and materials.
- Provide on-site and logistical support for industry events, speaking engagements, and team events.
Administration & Operations
- Prepare and edit documents, reports, and presentations with accuracy and attention to detail.
- Maintain electronic and physical filing systems, distribution lists, and databases.
- Process monthly expense reports, manage client billing and invoicing, and support departmental budgets as needed.
- Coordinate travel itineraries including flights, accommodations, and transportation.
Meeting, Project & Goal Management
- Track meeting attendance, distribute agendas and materials, and capture meeting minutes when required.
- Use project management tools (e.g. Asana) to manage tasks, track project progress, and ensure leadership goals and priorities are completed on time.
- Support with software management; coordinating discovery and CSM meetings, analyzing usage/spend, and preparing for contract renewals to identify cost optimization opportunities.
- Build and maintain spreadsheets, generate reports, and conduct data analysis using advanced Excel functions to support resource planning and project management.
- Conduct research to support business initiatives and prepare recommendations or summaries for leadership review.
Collaboration & Continuous Support
- Partner with the Administrative/Office Services team to ensure office operations are fully supported and covered.
- Anticipate the needs of the leadership team and take initiative to address them proactively.
- Assist with other related tasks as assigned by the broader leadership team.
WHAT YOU BRING
Education and Experience
- 3+ years of experience in an office administrative role
- Experience supporting senior leaders in a fast-paced, professional environment.
Desired Knowledge, Skills and Abilities
- Highly organized with strong time management and prioritization skills.
- Demonstrates a high sense of proactivity and urgency in responding to executive requests, or those of other leaders
- High attention to detail and an ability to maintain a high level of professionalism in dealing with confidential and sensitive issues
- Exceptional communication skills
- Collaborative and adaptable in a fast-changing environment.
- Comfortable working with data and systems to analyze trends and make recommendations.
- Proficiency with Google Workspace and Microsoft Office (especially Excel)
- Experience with project management and CRM tools such as Asana or Salesforce an asset
- Knowledge of the local real estate market is considered an asset.
WORKING CONDITIONS
- Our home office is located just outside of Granville Island in Kitsilano and this role is primarily office based with some flexibility to work remotely
SALARY INFORMATION
The typical base salary for this specific position is from $52,000 to $65,000. The salary offered is based on a number of relevant business and candidate factors including education, job-related knowledge, skills, experience, and organizational needs. We also have a performance based bonus program that supports our employees by recognizing exceptional individual performance and company success.
How to Apply: Are you interested in working for an industry leader alongside an amazing team?
Please apply here: https://bit.ly/3Y55egj
We thank all candidates for their interest, however, only select individuals will be contacted.
I can’t be me unless I let you be you. - Bob Rennie
At rennie, we understand that experience comes in many forms. We don’t just accept differences, we celebrate them. We’re proud to hire from a variety of backgrounds and are dedicated to adding new perspectives to our team.
For more information, visit https://rennie.com/about
About Rennie
When you are buying, selling or building a community, you can depend on rennie to deliver exceptional service. For more than 40 years, we have been bringing expert knowledge, trusted experience and a uniquely human approach to our real estate practice.
We believe in fostering a vibrant workplace of collaboration, empowerment and opportunity. Our team is diverse—representing a range of skill sets, backgrounds and perspectives—but we are motivated by a common goal: being the most trusted resource in real estate. We put people first by prioritizing relationships and investing in professional development. And we are continually learning, improving and anticipating ways to meet the evolving demands of the real estate industry.