Executive Assistant Job at Randstad (Toronto)

Executive Assistant

Randstad

Location:
Canada , Toronto

Category:
Office Administration

Contract Type:
Not provided

Salary:

110000.00 - 120000.00 USD / Year

Save Job

Apply Position

Job Description:

Are you a resilient, proactive professional looking to advance your career as an Executive Assistant? Randstad is seeking a highly experienced Executive Assistant to support a Chief Technology Officer (CTO) and a VP at a global enterprise in downtown Toronto. This hybrid role requires a confident problem-solver who thrives in a fast-paced environment and can expertly navigate complex executive assistant tasks, global travel logistics, and high-level calendar management. You will act as a critical gatekeeper, setting firm boundaries while partnering with a supportive VP and a collaborative global administrative team. This is a permanent, full-time opportunity.

Job Responsibility:

Manage heavy and complex executive calendars, resolving scheduling conflicts and optimizing time management for the CTO and VP
Coordinate intricate global travel arrangements, including flights, accommodations, and ground transportation across various international time zones
Process, track, and reconcile executive expense reports utilizing Concur or similar enterprise expense management systems
Anticipate executive needs proactively, from ordering catering and securing meeting rooms to preparing vital documentation days in advance
Prepare, format, and proofread high-level presentations, executive decks, and comprehensive reports using the Microsoft Office Suite
Support high-level meetings by drafting clear agendas, taking accurate minutes, and tracking action items and deliverables to completion
Act as a gatekeeper and trusted partner, setting and maintaining professional boundaries to protect the executives' time and focus
Collaborate with a global network of Executive Assistants to coordinate international meetings, events, and office efficiency initiatives
Assist in the onboarding of new team members, ensuring a smooth transition into the technology and digital departments
Maintain confidentiality and handle sensitive corporate information with the utmost discretion and professionalism at all times

Requirements:

Minimum of 5 years of proven experience working directly as an Executive Assistant supporting senior-level or C-suite executives
Exceptional calendar and inbox management capabilities within a high-demand, globally focused corporate setting
Deep expertise in business administration principles, C-suite executive support, and international travel coordination
Advanced proficiency in the Microsoft Office Suite, specifically Outlook, Teams, SharePoint, Excel, Word, and PowerPoint
Strong familiarity with expense management platforms (such as Concur) and enterprise resource planning software (such as SAP)
High emotional intelligence, grit, and the resilience to process direct, blunt feedback without taking it personally
Outstanding organizational and time-management skills, with a proven ability to prioritize competing deadlines effectively
Forward-thinking and proactive mindset, constantly anticipating the operational needs of C-suite executives
Strong verbal and written communication skills to interact effectively with a wide range of global stakeholders
Ability to make confident, independent decisions while aligning with executive leadership expectations and company protocols
Supreme adaptability to thrive in an open-floor, fast-paced, and frequently changing corporate work environment
Demonstrated background in business administration, successfully managing complex administrative duties in a highly fast-paced environment
Verifiable experience booking, managing, and rapidly adjusting global travel itineraries across multiple international time zones
Advanced technical proficiency in Microsoft Outlook, Teams, Excel, PowerPoint, and SharePoint
Hands-on professional experience with Concur or similar transferable enterprise expense management systems
Ability to commute to the downtown Toronto office (King Street West area) a minimum of three days per week, with occasional five-day on-site weeks
Willingness to be available occasionally during evenings or weekends for brief periods to resolve urgent global travel emergencies or flight delays
Ability to travel globally on an occasional basis (estimated once a quarter or up to three times a year) to support executive initiatives
Successful completion of a comprehensive criminal background check and the provision of two professional managerial references
A resilient, proactive, and boundary-setting professional demeanor capable of partnering with high-energy, demanding executive leaders

What we offer:

Attractive annual bonus structure
generous vacation package
comprehensive benefits package
defined Contribution Pension plan with company matching up to 10%

Additional Information:

Job Posted:
May 18, 2026

Expiration:
July 13, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

Randstad - All Job Offers

Job Link Share: