Executive Assistant

MatchBox Consulting Group is seeking a proactive Executive Assistant to join our client, a well-established and highly regarded real estate development organization based in Burnaby & supporting the senior leadership within their Industrial Development and Construction division.

This is a high-impact role supporting an executive in a fast-paced environment where priorities shift quickly and attention to detail is critical. You will act as a trusted partner, ensuring seamless coordination across calendars, communications, travel, and key business initiatives while anticipating needs and driving efficiency across the leadership team. If you’re an experienced Executive Assistant who thrives in a dynamic setting, enjoys supporting multiple senior leaders, and takes pride in enabling executive performance and momentum within a growing business, apply today!

Key Responsibilities

Executive Support

• Manage complex, high-volume calendars for senior executives, ensuring alignment across meetings, priorities, and deadlines
• Act as a strategic partner by anticipating needs, tracking commitments, and ensuring follow-through on key initiatives
• Prepare executives for meetings, presentations, and external engagements through research, briefing materials, and logistics coordination
• Support additional leaders with day-to-day administrative needs, ensuring responsive and high-quality service
• Manage expense reporting with accuracy and timeliness
• Lead and support special projects and cross-functional initiatives with discretion

Office & Event Coordination

• Oversee and maintain the team’s event calendar, ensuring alignment with business priorities
• Coordinate internal initiatives, seasonal programs, and team-based activities
• Lead planning and execution of key annual events, including vendor coordination and on-site support
• Track and manage sponsorships and related commitments
• Support general office operations and administrative initiatives as required

Travel Coordination

• Manage end-to-end travel planning for executives, including flights, accommodations, and transportation
• Prepare detailed itineraries aligned with business schedules and preferences
• Monitor and adjust travel plans in real time as needed
• Ensure compliance with internal policies and budgets
• Troubleshoot travel disruptions and manage last-minute changes
• Support expense reconciliation and documentation related to travel

Qualifications & Experience

• 3+ years of experience in an Executive Assistant, Office Manager, or senior administrative role
• Post-secondary education is considered an asset
• Proven ability to support multiple senior stakeholders in a fast-paced environment
• Advanced proficiency in Microsoft Office Suite, Outlook, Teams, and CRM systems
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Proactive, solutions-oriented mindset with the ability to work independently
• Comfortable managing ambiguity and shifting priorities

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com
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