Executive Assistant

2 months ago

Toronto, Canada Mattamy Homes Full time

**Location**:
Downtown Toronto, Ontario - Hybrid (3 days/week in office)

**Company**:
Mattamy Asset Management

**Department**:
Administration, Executive

**Employment Type**:
Full-Time

**Reports to**:
Chief Financial Officer

Learn more about what makes working at Mattamy special and our award-winning culture.

**What we offer**

Based out of our downtown Toronto office and reporting to the CFO of Mattamy Asset Management, the Executive Assistant will serve as they key administrative support to the CFO and EVP of MAM in addition to providing occasion support to the MAM Finance Executives. This role will have ownership for the preparation and organization of Board meetings, materials, presentations and reports as well as people leadership of the receptionist and office management responsibilities.

**What you’ll do**
- CFO Support
- Performs a wide range of administrative duties including calendar management, prioritizing requests while avoiding conflicts and ensuring smooth day-to-day engagements
- Provide briefings and serve as the primary point of contact for internal and external contacts; keeping the CFO updated; anticipate the CFO’s needs in advance of meetings
- Coordinate tasks on behalf of CFO such as travel arrangements, scheduling, expenses, etc.
- Complete minutes, to-do lists and follow up to ensure tasks are completed on schedule
- Act as a representative and liaison for the CFO where required
- Administrative support for EVP including expenses, travel and invoices
- Support to MAM Finance executives as required
- Board of Directors and Executive Committee
- Meetings, members (Travel/Expenses)
- Diligent Boards Admin (Manage/Administer)
- MAM/MIMI/Executive Committee/Audit Committee/CAC
- Bondholder Management/Administration
- Quarterly Bondholder Calls (scheduling, materials, communications, etc.)
- Events
- Lead coordination of special events as assigned by CFO (Annual Finance Conferences, Offsite Meetings, Site Tours, Employee Townhalls, Special events, etc.) including venues, meeting rooms, equipment, catering and/or ad hoc special requests
- Creating/editing/formatting /printing/distributing documents, organizing materials (Budgets, Presentations, etc.)
- Manage Corporate sponsorships/donations
- Research on various specific topics as required
- Liaison with Corporate/Divisional Offices including HR and IT as required
- Manage front desk reception area including and people management of Receptionist
- Office Management
- Provide management-level oversight, advice, and activity/logístical support to help ensure the office runs smoothly, the at-work experience for employees is optimal and there is an open channel of communication to the landlord.
- Liaison to landlord (including monthly meetings, landlord vendor management, escalation for concerns, fire and life safety requirements, air quality and temperature, construction needs, elevators)
- Managing Mattamy vendors (including new business with or scheduling of outside cleaners, HVAC, etc.)

**What **y**ou **b**ring**
- Post Secondary education in Business, Administration or related field.
- Strong prior experience as an Executive Assistant supporting C-Suite executives in a fast paced, corporate environment a must
- Must have experience in organizing and preparing presentations and materials for board meetings
- Excellent presentation and communication skills, with the poise and presence to work with the CFO, EVP and other senior executives.
- Ability to exercise discretion and tact in sensitive and confidential situations
- Exceptional administrative and problem-solving skills
- Must have excellent attention to detail
- Ability to operate independently with mínimal supervision
- Strong writing skills and ability to draft correspondence that is clear, concise, and grammatically correct
- Technically savvy, with expert knowledge of Excel and MS Office suite

**Bonus points**
- Experience with Diligent Software a strong asset

**Who we are**

Mattamy Asset Management (MAM) is the parent company of Mattamy Homes Canada and Mattamy Homes U.S., which together make up the largest privately held homebuilding platform in North America.

**Be yourself. We want it that way.**

At Mattamy, we're passionate about creating and promoting a diverse and inclusive environment where everyone can do their best work. Diversity and inclusion are important to the work we do to support our homebuyers, colleagues, and communities. From how we build our teams to cultivating our leaders, we're on a journey toward a welcoming, barrier-free culture for everyone.
- Qualified applicants will be contacted directly by the Talent Acquisition team._

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