Are you a seasoned administrative professional eager to apply your expertise in a collaborative and fast-paced setting? We are seeking a full time, in-office Office Administration and Executive Assistant to join our team and 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 just some of 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, RRSP matching, annual bonus opportunities, and your choice of one of three comprehensive advantages packages.

Your Role and Responsibilities: As an Office Administration and Executive Assistant, 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 reliable and exceptional support to our Office Manager as well as the Partners at our Woodbridge office. Your key responsibilities will include:

- Providing overall administrative support to the Office Manager, Partners and to all staff in the Woodbridge office
- Assisting the Office Manager and Partners with invoicing, budget tracking, proposals and similar tasks as required
- Accounts receivable follow up
- Coordinating meetings, arranging conference calls, and organizing catering for meetings
- Managing correspondence and email files on behalf of Partners
- Organizing and maintaining digital files
- Other administrative duties, as required

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

- Minimum 3 years of professional and progressive experience in administrative related roles
- Post-secondary education (certificate or diploma) in Office Administration or related discipline is an asset
- A positive, personable, and professional demeanor
- Exceptional detail-oriented organizational skills
- Advanced proficiency in digital file management and MS Office Suite (strong in MS Excel and Word)
- Experience in timing and billing program (e.g. ABAK) is an asset
- Strong time management and multitasking abilities in a fast-paced environment




- Experience with invoicing and understanding of bookkeeping practices
- 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

If you are a talented administrative professional eager to contribute to a supportive and growing team, we’d love to hear from you. Apply now to be part of an organization that values your expertise and invests in your success!

Diversity and Inclusion

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 welcomed. 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.

Pay: $65,000.00-$75,000.00 per year

Advantages

- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Ability to commute/relocate:
- Woodbridge, ON L4L 8G7: reliably commute or plan to relocate before starting work (required)

Experience:
- Administrative: 3 years (required)

Work Location: In person

📌 Office Administrator and Executive Assistant (Woodbridge)
🏢 MHBC Planning
📍 Woodbridge