Executive Assistant (Full-Time, In-Office, 12-month contract)

Are you a seasoned Executive Assistant eager to apply your expertise in a collaborative and fast-paced setting? We are seeking a full-time, in-office Executive Assistant to join the team at our downtown Hamilton office who will play a vital role in creating a positive, unique and exceptional experience specifically tailored for each of our clients.

Who we are:

Since 1973, MHBC has earned a reputation as trusted experts in urban and rural planning, urban design, landscape architecture, cultural heritage and resource management. Our successful completion of thousands of development projects across Ontario has resulted in strong working relationships with many government agencies and professionals.

Why join us?

We pride ourselves on fostering a workplace where our team members can thrive. Here’s what makes us a great place to work:

· Work-Life Balance: Enjoy initiatives like Friday half-days before summer long weekends and a holiday shutdown between Christmas and New Year’s.

· Inclusive Culture: Be part of a diverse and supportive team that values collaboration and makes work engaging and enjoyable.

· Professional Growth: Gain exposure to unique and challenging projects that enhance your knowledge and expertise.

· Comprehensive Compensation: Benefit from a competitive salary and a comprehensive benefits package,

• Company Paid Parking: Located in a lot within walking distance to the office.

Your Role and Responsibilities:

As one of our Executive Assistants, you must exercise a high degree of judgement, independence, and professionalism. You will play a vital role in ensuring the smooth operation of our office and providing exceptional support to our Senior Executives and team. Your key responsibilities will include:

· Preparing land use planning applications, expropriation matters, resource management applications, and materials for public and municipal meetings.

• Attend meetings, take accurate minutes and promptly distribute notes.

· Assisting staff with invoicing, budget tracking and similar tasks as required.

· Coordinating meetings, arranging conference calls, and organizing catering for meetings.

· Managing correspondence and email files on behalf of Partners.

· Organizing and maintaining digital files.

· Overseeing and managing Partners’ calendars.

· Performing general administrative duties as required, both inside and outside the office.

What You Bring:

We are looking for a motivated, detail-oriented professional with the following qualifications:

· At least 5 years of progressive experience in Executive Assistant roles.

· Post-secondary education (certificate or diploma) in Office Administration or related discipline is an asset.

· A positive, personable, and professional demeanor.

· Exceptional organizational skills.

· Advanced proficiency in digital file management, MS Office Suite, and Adobe Acrobat.

· Strong time management and multitasking abilities in a fast-paced environment.

· Basic understanding of bookkeeping practices; experience with time and billing programs is an asset.

· Outstanding client relationship management skills.

· A high degree of confidentiality and discretion in handling sensitive projects and business matters.

· Excellent written and verbal communication skills.

· Knowledge of land use planning in Ontario is an asset but not required.

If you are a skilled administrative professional eager to contribute to a supportive and growing team, we encourage you to apply!

Diversity and Inclusion

At MHBC we believe a diverse workplace is comprised of individuals with unique backgrounds, characteristics and qualities. An inclusive workplace creates an equitable environment where individuals are respected and where they are welcome. MHBC is committed to diversity and inclusion in all that we do.

Accessibility and Accommodation

It is important to MHBC that all individuals, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

We thank all applicants for their interest, however only those selected for an interview will be contacted.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Benefits:

• Company events
• Dental care
• Extended health care
• Paid time off
• RRSP match

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Hamilton, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Assistant: 3 years (required)

Work Location: In person