Executive Assistant

Are you a proactive administrative professional with a talent for navigating the complexities of senior leadership support? Our client, a leading institution in the arts and culture public sector, is seeking two self-motivated Executive Assistants to provide high-level support to their executive and research leadership teams.

Based in the heart of downtown Toronto, this is a fully onsite (5 days per week) contract role for an individual who excels in a collaborative, fast-paced environment. You will act as a strategic partner—managing complex calendars, facilitating critical team communications, and leveraging digital platforms to enhance operational efficiency.

The Ideal Candidate :

Experienced : You bring 5+ years of experience supporting senior executives in a large-scale institution, government, or corporate environment.

Tech-Forward : You are proficient in MS Office and Adobe, and eager to use digital tools to streamline workflows and "manage up" with leadership.

Autonomous & Proactive : You are a natural self-starter who can anticipate needs, manage competing demands, and maintain strict confidentiality.

Polished : You thrive in a "Business Professional" environment and value clear, direct communication with internal and external stakeholders.

If you are ready to take on this exciting opportunity starting ASAP

Please note : This job requires a criminal and credit check .

Advantages

• Mon-Friday In-Office, 9 : 00 am - 5 pm
• Join a Mission-Driven Organization
• Collaborative, Inclusive Environment
• Professional Development
• Technology driven organization
• Modern Tools & Practices
• Values-Driven Workplace

Responsibilities

Provide administrative assistance for a senior executive

Prepare business correspondence, reports, speeches, minutes, and presentations

Handle all aspects of calendar coordination for the executive. Brief the executive on their daily activities and provide appropriate supporting documentation for upcoming meetings

Develop administrative procedures and protocols for the executive

Compose, edit, and produce documents and reports including preparing deck presentations

Coordinate special events and programs, often in collaboration with other departments

Provide briefing packages for executive meetings, transcribe and distribute minutes following select meetings

Coordinate travel and accommodation arrangements for domestic and international travel

Purchase supplies as required

Track monthly expenditures for applicable accounts

Respond to internal and external inquiries or redirect as appropriate

Assist with requests from external and government agencies

Set up and maintain comprehensive information files for the executive

Maintain appropriate filing records including financial reports and reconciliations

Monitor assigned budget areas and coordinate applicable payments

Perform other duties as assigned

Qualifications

A minimum requirement of a university degree in Business or culture related program or an acceptable equivalent in experience and education

A minimum of 5 years in a senior administrative environment

Intermediate to advanced skills using MS Word, PowerPoint, Excel, Access, and Adobe

Strong organizational skills and the ability to manage and coordinate details for projects, anticipate logistical and administrative needs and manage scheduling of executive calendars

Strong initiative, problem solving skills, and sound judgement required to effectively coordinate and maintain activities

Strong business communication skills for effective interaction with a wide range of contacts always using tact, diplomacy, and judgement to anticipate and respond to complex / sensitive situations

Summary

If you meet the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary / gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.