Senior Executive Administrative Assistant

Full Time
  • Full Time
  • Toronto

Matrix360 Inc.



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.



Senior Administrative Assistant

On behalf of our client, we are seeking a Senior Admin Assistant (Executive Assistant) to support an executive team, working directly with them and their internal teams to help them manage their calendars, workflow, budgets, and projects. This person will be a key piece in the continuous growth of the company and its workflow.



The successful candidate will be a highly organized and on-the-ball problem solver and desire to join a fast-growing team. In addition, they will be able to work in a dynamic and close-knit environment. The successful candidate will be responsible for ensuring team operations are maintained and streamlined, while collaborating with internal stakeholders across the company.

The compensation package is $75,000 to $95,000, plus bonus, 4 weeks vacation, RRSP matching, hybrid work environment, and big company benefits. Our client is an advocate for equity and diversity and recognizes the importance of leadership engagement within its framework.

Responsibilities

  • Efficiently manage and synchronize multiple calendars for the company’s Executive team, serving as a primary point of contact for meetings, appointments, and communication screening, while prioritizing tasks in alignment with established objectives.
  • Coordinate meetings between Senior Management, external stakeholders, and ownership group, ensuring seamless scheduling and logistical arrangements.
  • Facilitate internal and external meetings for the team, soliciting agenda items from relevant staff members and ensuring the participation of key contributors.
  • Coordinate team-related engagements, appointments, and social events, contributing to a cohesive and well-organized work environment.
  • Provide administrative support such as expense tracking, document processing, communication management, and electronic filing.
  • Arrange travel logistics for Executives and their direct reports, adhering to travel policies and securing necessary approvals.
  • Coordinate attendance and membership logistics for industry events and associations, including registrations, speaker bookings, and sponsorship arrangements.
  • Offer hands-on assistance and support for in-person events, meetings, and offsites, including catering arrangements and logistical coordination.
  • Manage courier services and mail handling, including processing and distributing incoming and outgoing correspondence.
  • Ensure readiness of office spaces and meeting rooms for team gatherings, events, and guest visits, maintaining a professional and welcoming environment.
  • Contribute to continuous improvement initiatives by proposing innovative ideas and streamlining work processes.
  • Foster a collaborative work environment by working closely with team members and leadership, providing support and assistance as needed.
  • Flexibly assist with office-related tasks and other ad-hoc duties as assigned, demonstrating adaptability and a proactive approach to meeting organizational needs.


Qualifications

  • 5+ years of administrative experience, with exposure to supporting Executive leadership.
  • Ability to manage multiple and potentially conflicting priorities in a busy environment.
  • Must be fully proficient with MS Office Suite (Excel, Word, PPT, Teams, and Outlook) with ability to learn additional software.
  • Sound judgment skills coupled with discretion, ensuring confidentiality and fostering trust in handling sensitive information.
  • Exceptional organizational prowess and adept time-management capabilities, enabling the efficient handling of multiple tasks and priorities concurrently.
  • Strong interpersonal aptitude, fostering the establishment and nurturing of positive relationships with diverse stakeholders and team members.
  • Proactive with the ability to anticipate future project and task requirements.
  • Strong analytical skills with high attention to detail, and the ability to meet strict deadlines.
  • Superior communication skills with a strong team orientation.

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.

We Believe People are the Bridge to Profits and Possibilities

Source

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