Administrative assistant to a Realtor in Canada

Please read this entire post carefully. Applications that skip any step will not be reviewed.

The Role
I am a licensed real estate agent in Ontario, Canada, running a fast-growing, client-focused business. I'm hiring one Virtual Administrative Assistant to work directly with me — no agency, no middlemen — in a long-term role with real room to grow into more hours, more responsibility, and higher pay over time.
This is not a side gig or a contract to fill between other clients. I want one stable, committed person I can build a working relationship with for years.
Hours: 15–20 hours/week to start, with consistent EST overlap. Growing to near-full-time for the right person.
Pay: $4–6 CAD/hour to start, based on experience. Raises tied to performance and growth.

What You'll Do
The list below is a general outline, not a fixed scope. Priorities shift weekly in a growing business. If you need a rigid task list, this role isn't for you.

CRM & database: Update records daily, log every communication, keep contacts clean and properly tagged.
Task management in ClickUp: Create, track, and surface deadlines proactively — before I ask.
Transaction coordination: Organize listing and purchase paperwork, track conditions and timelines, prepare buyer/seller checklists, flag missing documents immediately.
Google Drive: Maintain a clean, logical folder structure following my SOPs. Build and update SOPs as the business evolves.

Email & follow-ups: Manage my inbox, draft replies for review, make sure nothing falls through the cracks.
Reports & spreadsheets: Clean, accurate weekly tracking of KPIs and business metrics.
Social media support: Schedule and upload posts on Instagram, Facebook, and YouTube. Organize content calendars. Light Canva design using my templates.

Not in this role: sales, negotiating, or anything requiring a license.

Required Skills (Non-Negotiable)
Google Workspace — expert level. You must be fully fluent in Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive, and Google Forms. This is the backbone of my business and you'll live in these tools every day. Calendar management, advanced Sheets formulas, and clean Drive organization are not optional skills.
AI tools — proficient and comfortable. You actively use AI in your daily workflow. You should be confident in:

Claude and ChatGPT — for drafting, summarizing, cleaning data, and admin support
NotebookLM — for organizing research, notes, and reference material
Bonus if you use AI to make your own work faster and have examples to show

Other tools you must know: ClickUp, Canva, Instagram, Facebook, YouTube.

Personal qualities (these matter more than tools):

Excellent written and spoken English
Obsessive attention to detail — real estate paperwork has zero room for typos or missed fields
Self-driven — I should never have to chase or remind you
Proactive communicator — you ask smart questions and give status updates without being asked
Comfortable with change and new responsibilities

Workspace & Tech Requirements (Strict)

Internet: Minimum 50 Mbps download / 10 Mbps upload, stable and reliable. A live speed test on camera is part of the interview.
Backup internet (mobile hotspot or second provider) for outages.
Updated computer, HD webcam, clear microphone.
Quiet, dedicated, child-free workspace. If you have young children, you must have full-time childcare arranged. Background noise and interruptions during work hours are not acceptable.
One client at a time. This must be your primary role — no juggling multiple VA clients during overlapping hours.

Hiring Process

Paid 2–4 week trial period to assess fit on real work.
90-day probation period after the trial, with regular performance reviews. Role becomes permanent on successful completion.
Reference checks are required. You must provide 2 verifiable professional references. I personally contact every reference before making an offer.

How to Apply

Email only: ----------
Subject line: I am your Perfect Candidate (exact wording — applications without it will not be read)
Include all of the following in one email:

Resume as a PDF attachment.
A 2–4 minute video (unlisted YouTube or Loom link) sharing the top 5 things about your personality, skills, or experience that make you the right fit to support a real estate agent.
Written answers to these questions:

Which CRMs, task managers, and AI tools have you used? Be specific — how long, and what did you do with each?
Give one concrete example of how you've used AI (Claude, ChatGPT, NotebookLM, etc.) to make your work better or faster.
What hours are you available Monday–Friday? Include your time zone and confirm your EST overlap.
How do you stay organized across multiple tasks and deadlines? Give a real example, not a generic answer.
Describe a time you caught an error before it became a problem.
Do you currently have other clients? If yes, how many and how many hours per week?
Confirm: Do you have full-time childcare or a child-free workspace during working hours?

Screenshot of your latest speedtest.net result.
Two professional references — full name, role, company, email, phone or messaging contact.
Link to your onlinejobs.ph account

Applications missing any of the above will not be reviewed.

Thank you for reading carefully. I'm looking forward to meeting the right person and building something long-term together.