Executive Assistant & Operations Coordinator for Matrix Southwest

Hello Hired Inc; London; On-site; CAD 60,000 - 75,000; Full time

Job summary

A well-established real estate appraisal firm is seeking an Executive Assistant & Operations Coordinator to enhance administrative processes, support appraisal activities, and work closely with ownership. Ideal candidates have executive support experience, excellent organizational skills, and familiarity with report writing. This full-time, in-office position offers growth opportunities and a competitive salary alongside benefits.

Benefits

Competitive salary

Benefits

Opportunity for long-term growth

Qualifications

• Proven experience in executive assistant or operations coordinator role.
• Strong organizational skills in fast-paced environments.
• Familiarity with legal or real estate reports is a strong asset.

Responsibilities

• Work directly with ownership to organize schedules and projects.
• Implement processes to improve efficiency.
• Support appraisers with research and report preparation.

Skills

Organizational skills

Professional report writing

Experience with bookkeeping and payroll

Ability to manage priorities independently

Attention to detail

Tools

Sage

Job description

Company: Matrix Southwest

Recruiting Company: Hello Hired Inc

Position: Executive Assistant & Operations Coordinator

Location: Downtown London, ON

Job Status: Full-Time | In-Office

About Matrix Southwest:

Matrix Southwest is a well-established real estate appraisal firm providing fee-based private sector appraisals. With 16 commission-based appraisers and a dedicated support team, we’ve grown significantly in recent years and are now at a key stage where we need stronger systems, structure, and leadership in place to optimize how we operate.

We’re seeking an Executive Assistant & Operations Coordinator who can combine high-level administrative and organizational skills with direct support for our appraisal team. This role is more than just administration—it’s about working closely with ownership, bringing processes into the business, and helping us grow sustainably.

The Role:

This hybrid role combines executive assistant duties, office administration, and appraisal support. You’ll handle core administrative responsibilities and appraisal file support, but also step into a leadership space—building structure, implementing processes, and helping the owners manage and prioritize firm-wide needs.

This position is ideal for someone who thrives in a detail-oriented environment but also sees the bigger picture, can think critically, and has the initiative to take ownership of projects.

Key Responsibilities:

Executive Support

• Work directly with ownership to organize schedules, priorities, and projects.
• Assist with portfolio organization, project triage, and follow-ups to ensure deadlines are met.
• Support strategic decision-making with research, summaries, and reporting.
• Act as a key communication point between owners and the wider team.

Operations & Process Improvement

• Assess current workflows and implement processes to improve efficiency and structure.
• Introduce and oversee systems for managing larger appraisal projects.
• Assist with onboarding and training staff on new tools and workflows.
• Manage and potentially oversee offshore/remote support staff for data entry or admin tasks.

Appraisal Support & Administration

• Open, maintain, and close appraisal files (commercial and residential).
• Support appraisers with research (zoning, property data, comparables, mapping) and report preparation.
• Prepare engagement letters, RFPs, and proposal documents.
• Assist with front-end report writing and data input.

Office Administration & Bookkeeping

• Support with payroll preparation, accounts receivable, and payables using Sage.
• Monitor outstanding invoices and assist with collections.
• Handle office operations such as supplies, IT support coordination, and file storage.

What We’re Looking For:

• Proven experience in executive assistant, operations coordinator, or senior administrative role.
• Strong organizational skills with a track record of implementing systems and optimizing workflows in fast-paced, growth-oriented environments.
• Professional report writing experience—clear, concise, and accurate; familiarity with legal, municipal, engineering, environmental, or real estate reports is a strong asset.
• Experience with bookkeeping and payroll (Sage preferred).
• Ability to manage priorities independently, think critically, and take initiative.
• Comfortable learning and adapting to industry-specific research tools and software.
• Experience managing or coordinating offshore/remote support staff is a plus.
• Familiarity with AI or other technology tools for efficiency is an asset.
• Exceptional attention to detail and ability to handle sensitive information with discretion.

Why Join Matrix Southwest:

• Play a pivotal role in shaping structure and processes at a growing firm.
• Work directly with ownership on high-impact projects and decisions.
• Gain exposure to both the administrative and operational sides of a professional appraisal practice.
• Competitive salary + benefits .
• Opportunity for long-term growth into a formal operations leadership role.

How to Apply:

If you’re an experienced executive assistant or senior administrator ready to take on a role that blends appraisal support with process leadership, we’d love to hear from you.