Executive Assistant Job at Randstad (Toronto)

Job Description

Are you a highly organized and adaptable professional looking to advance your career in business administration? Randstad, a global leader in talent solutions, is seeking a skilled Executive Assistant to support three Vice Presidents at a top-tier enterprise in downtown Toronto. This hybrid role is perfect for a proactive problem-solver who excels at multitasking and thrives in a dynamic, fast-paced corporate environment. You will serve as the central point of contact for the VPs, streamlining their day-to-day operations through expert calendar management, travel coordination, and comprehensive business administration support.

Job Responsibility

Manage heavy and complex executive calendars, resolving scheduling conflicts and optimizing time management for the VPs
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
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 executives
Strong verbal and written communication skills to interact effectively with a wide range of global stakeholders
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

What we offer

Competitive base salary of up to $90,000, commensurate with experience and qualifications
Comprehensive health, dental, and vision benefits package
Generous paid vacation time and paid company holidays to promote a healthy work-life balance
Employer-matched pension plan to help secure your financial future
Hybrid work schedule offering flexibility and an engaging downtown Toronto office environment
Access to ongoing wellness perks and professional development resources

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