Executive Assistant

About Matrix360

Matrix360 has been at the forefront of building and transforming the commercial real estate and development (CRED) landscape for diverse and inclusive teams for over two decades.

We continue to partner with our clients to deliver solutions as Canada’s talent management and workplace strategy leader.

We are committed to contributing to the transformation of our industry, evolving workplaces to be a greater pathway to access to opportunities, and creating possibilities for all people.

Our underlying value system is centered around educating and promoting Diversity, Equity, and Accessibility in the workplace.

A human-centred approach and connectivity are at the core of everything we do, including :

• Sourcing and placing talent
• Advising and guiding leaders on implementing more equitable workplace policies and frameworks
• Creating impact in workplace cultures of excellence

We are the go to’ for building the future of the CRED industry - including recruiting talent, educating and delivering tools for professional development, and guiding organizations on how to build better through equitable and inclusive workplace strategies.

Our search and talent management and workplace consulting tenure has guided organizations to increase diverse representation and build and enhance workplace policies and processes to expose, attract, advance, and retain talent and create inclusive workplace cultures that engage all employees.

We are the platform invested in championing Diversity and Equity in the CRED industry.

We actively create better pathways for career development and advancement for candidates. We proudly participate and invest in various CRED associations and educational institutions throughout Canada and the USA.

Over the last 36 months, we have invested and financially contributed over $250,000 to various charities, associations and diverse community groups in Canada and the USA.

We are committed to providing access, equal opportunity and accommodation for all individuals in employment, services, programs, and activities.

If you require accommodation or this information in an alternative format at any stage of the search process, contact David Bendea, david@matrix360.

ca or 416 703 3400 extension 2300.

Executive Administrative Assistant

We are seeking an experienced Executive Assistant to join our client’s team in their Toronto office. Reporting to the Partnership team, this individual will play a key role in providing daily administrative support to a partner (s) at the firm, assisting with scheduling and correspondence, managing incoming client requests, preparing materials for meetings, and supporting execution of meetings and team deliverables.

The position entails complex administrative and project support duties, and the role requires an efficient, proactive and organized individual who acts as a liaison, problem-solver and improves the flow and productivity of their assigned Partners.

The successful candidate will thrive in a dynamic environment and liaise directly with top developers and consultants, as one of Ontario’s top Planning & Design consulting firms.

The ideal candidate is : an experienced Planner and leader, has a strong industry reputation, is a self-starter, and most importantly, a team player with a no task is too big or too small’ attitude.

Salary for the role is between $75,000 $90,000 based on level of industry experience and exposure, plus bonus, benefits, RRSP matching, 3 weeks vacation, a hybrid work environment and tons of flexibility.

There is ample opportunity for career advancement and progress. Our Client is an advocate for diversity and recognizes the value of leadership.

Responsibilities

• Provides professional support to assigned Partners.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
• Supports the coordination and implementation of team meetings and events, including minute taking.
• Supports the coordination and implementation of external meetings.
• Assist in project initiation, proposals and budget letters and ongoing project tracking.
• Assist in preparation of materials for hearings such as witness statements, expert duty forms, submissions.
• Document management including arranging for signature of documents, maintaining filing (electronic and paper) and updating electronic databases.
• Prepares and logs partner expense claims and reports.
• Provide professional and expert communication via phone and email.
• Other duties as required.

Qualifications

• Minimum of four years of experience in an executive administrative position.
• The ideal candidate will have experience in a legal, consulting, and / or professional services firm.
• Diploma or certificate in administrative studies or a related program or equivalent experience.
• Proficiency in MS Office365 applications, Outlook, Microsoft Teams, Zoom, Webex required
• Proven communication, relationship management, and presentation skills
• Ability to deliver on commitments and manage multiple deliverables within tight timelines
• Collaborative attitude with the capacity and willingness to manage multiple tasks by being flexible / adaptable and responding to changing circumstances
• Ability to problem solve effectively and adept at presenting complex information clearly and concisely
• Excels in a dynamic and fast paced environment and enjoys new challenges
• Highly collaborative and self-starter, with ability to work independently
• Friendly and professional demeanor with a positive attitude

By providing us with a copy of your resume and any subsequent personal information directly, you understand that it has been furnished with your consent for the purpose of possible disclosure to our client, who has agreed to comply with our Privacy Policy and Confidentiality Policy.

We will only disclose your personal information to clients with your prior knowledge and consent.

Matrix360 believes in and continuously operates from the highest search and talent management ethics level. We continue to respect the privacy and confidentiality of the personal information provided to us.

We are committed to guarding your information securely and managing it per our legal responsibilities wherever we operate, including the Personal Information Protection and Electronic Documents Act ("PIPEDA") in Canada.

For more information on our Privacy and Confidentiality Policies please contact : David Bendea, Director Partnerships & Engagement : david@matrix360.

ca or 416.703.3400 extension 2300.

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We Believe People are the Bridge to Profits and Possibilities