Executive Assistant

Matrix360 Inc.; Ontario; Hybrid; CAD 75,000 - 85,000; Full time

Job summary

Matrix360 Inc. is seeking an Executive Administrative Assistant in Toronto to support the President and Senior Leadership Team. The role involves complex administrative tasks in a dynamic environment, ensuring effective workflow, supporting project initiatives, and enhancing leadership productivity. The ideal candidate will possess strong organizational skills, communication prowess, and experience handling confidential matters in a collaborative culture.

Benefits

4 weeks' vacation

Flexible hours

Career advancement opportunities

Qualifications

• Minimum of seven years in an administrative position, supporting senior leadership.
• Experience preferred in legal, consulting, or professional services.
• Strong verbal and written communication skills.

Responsibilities

• Provides support primarily to the President and Senior Leadership Team.
• Manages calendars, meeting logistics, and executive communications.
• Facilitates project tracking and documentation.

Skills

Communication

Organizational Skills

Problem-Solving

Adaptability

Education

Post-secondary degree in business administration or related field

Tools

MS Office365

Microsoft Teams

Zoom

Webex

Job description

About Matrix360

Matrix360 is a social impact business helping to build the commercial real estate and development (CRED) industry – an industry responsible for creating and building our cities and communities.

For more than two decades, Matrix360 has been at the forefront of building great and successful teams. We're not your average talent management company—we are trailblazers committed to building diverse and inclusive workplaces. We partner with organizations that pave the way for business growth and success.

We believe in the uniqueness of every team and organization. Understanding and centering care in everything we do is our priority. We take a human-centered approach, connecting talent with opportunities, advising leaders on equitable policies, and transforming workplace cultures for the better. At Matrix360, we are the champions of diversity and equity in the CRED industry.

We firmly believe in providing equal access and opportunities to all individuals, ensuring accommodation and inclusion in every aspect of employment, services, programs, and activities.

What We Do

We are the go-to authority for shaping the future of the CRED industry. Our expertise guides organizations to create inclusive and thriving workplace cultures.

• We build teams that inspire, engage, and connect people to work better together.
• We are invested and committed to advancing equity through talent management and workplace culture.
• We are about growth in all facets: people, possibilities and profits.
• We align our work with working toward the achievement of the UN Sustainable Development Goals

If you require accommodation or this information in an alternative format at any stage of the search process, contact David Bendea, [e-mail] 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 directly to the President, this position provides primary support to them while occasionally supporting other members of the Senior Leadership Team. The Executive Assistant will play a key role in delivering executive-level administrative support and operational coordination.

This position entails complex administrative and project support duties, including scheduling and correspondence, managing executive priorities, preparing materials for meetings, and assisting in the execution of leadership initiatives. The role requires an efficient, proactive, and highly organized professional who serves as a key liaison for leadership, streamlining workflow and improving overall productivity.

The successful candidate will thrive in a fast-paced, dynamic environment, working closely with internal teams and external stakeholders to facilitate executive priorities, optimize workflow, and enhance leadership effectiveness. The ideal candidate is detail-oriented, adaptable, and skilled in problem-solving, with strong discretion in handling confidential matters.

Salary for the role is between $75,000 – $85,000, based on industry experience and exposure, plus benefits, and 4 weeks' vacation. The role offers a hybrid work environment (3 days per week in-office), flexible hours, a collaborative and team-first corporate culture, and ample opportunities for career advancement and professional growth. Our client is an advocate for diversity and recognizes the value of leadership.

Responsibilities

• Provides professional support primarily to the President and occasionally to the Senior Leadership Team.
• Monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms, and arranges for resources and other requirements in support of efficient meeting facilitation.
• Assists in project initiation, proposals, and budget letters, as well as ongoing project tracking.
• Assists in drafting, editing, and distributing communications, reports, presentations, policies, and procedures.
• Assists in reviewing and consolidating input on draft materials from senior management.
• Leads the coordination and implementation of corporate and department events.
• Supports the coordination and implementation of team meetings and corporate events, including minute-taking, procurement of rental facilities, and organization of catering.
• Supports the coordination and implementation of external meetings.
• Builds and maintains effective relationships with internal and external stakeholders.
• Arranges for the signature of documents, maintains filing (electronic and paper), and updates electronic databases.
• Provides professional and expert communication via phone and email.
• Identifies operational challenges and proposes effective solutions to enhance executive efficiency.
• Arranges travel and accommodations as needed.
• Other duties as required.

Qualifications

• Minimum of seven years of experience in an administrative position, with a portion of it supporting senior leadership.
• Experience in a legal, consulting, or professional services firm is preferred.
• Post-secondary degree in business administration, communications, or a related field (or equivalent experience).
• Proficiency in MS Office365 applications, Outlook, Microsoft Teams, Zoom, and Webex.
• Strong verbal and written communication skills, with experience drafting executive-level correspondence, presentations, and reports.
• Ability to deliver on commitments and manage multiple deliverables within tight timelines.
• Collaborative attitude with the capacity to adapt to changing priorities and support multiple tasks as needed.
• Highly organized with strong attention to detail and discretion in handling confidential matters.
• Thrives in a fast-paced and dynamic environment, bringing a proactive and professional approach.
• Friendly and professional demeanor with a positive attitude and team-oriented mindset.

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: [e-mail] or 416.703.3400 extension 2300.

Follow Us

• LinkedIn: https://go.matrix360.ca/LinkedIn
• Instagram: @matrix360_inc

We Believe People are the Bridge to Profits and Possibilities