Executive Assistant Job at Randstad (Toronto)

Executive Assistant

Randstad

Location:
Canada , Toronto

Category:
Office Administration

Contract Type:
Not provided

Salary:

36.00 - 40.00 USD / Hour

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Job Description:

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 a self-motivated Executive Assistant to provide high-level support to their Chief Marketing & Communications Officer and the Chief Financial Officer. This is a high-impact dual-support position in a fast-paced environment. Based in the heart of downtown Toronto, this is a fully onsite (5 days per week) contract role (3 months to start) for an individual who excels in a collaborative, fast-paced environment. You will act as a strategic partner - managing complex calendars, providing technical logistical support for presentations, and leveraging digital tools to enhance operational efficiency.

Job Responsibility:

Provide high-level administrative and operational support to the CMCO and CFO, enabling both leaders to operate efficiently and effectively
Anticipate needs, manage shifting demands, and ensure materials are organized and prepared for decision-making
Manage complex, high-volume calendars across two executives, coordinating meetings, logistics, and communications with internal and external stakeholders
Prepare and refine executive-level materials, including correspondence, presentations, agendas, and briefing documents
support expense processing and documentation
Provide technical and logistical support for meetings, presentations, and executive engagements
Apply strong project coordination skills to track initiatives, document action items, and ensure follow-through on commitments and deadlines
Coordinate executive-level events, meetings, and visits, ensuring a seamless and professional experience
Arrange and manage travel logistics, including itineraries, registrations, and reconciliations
Continuously improve administrative processes and systems to enhance efficiency and organization
Handle confidential and sensitive information with a high degree of discretion and professionalism
Support special projects and ad hoc initiatives as required

Requirements:

A minimum requirement of a university degree in a Business or culture related program or an acceptable equivalent in experience and education
Minimum of five (5) years providing senior-level executive administrative support, ideally supporting multiple executives simultaneously
Intermediate to advanced proficiency in MS Office (Word, PowerPoint, Excel, Access) and Adobe
Comfort with AI tools and providing technical walk-throughs for digital presentations is a strong asset
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
Proven ability to strategically manage complex, competing calendars for multiple executives and anticipate logistical needs before they arise
Strong organizational skills to track project milestones, take action-oriented meeting notes, and move initiatives forward
Superior business communication skills with the ability to act as a polished Point of Contact for internal and external stakeholders, handling sensitive situations with tact and judgment
Demonstrated ability to produce clear, well-structured briefing notes and polished, executive-ready materials
High degree of initiative and critical thinking to assess needs and prioritize tasks effectively in a fast-paced environment
Collaborative mindset, the ability to remain calm under pressure, and sound judgment when handling sensitive or confidential information
This job requires two professional references and a criminal and credit check (650 minimum)

What we offer:

Consistent Onsite Schedule: Monday–Friday, 9:00 am – 5:00 pm at an iconic downtown location
Strategic Leadership Support: Partner directly with the CMCO and CFO to drive institutional success
Temp-to-Perm Potential: 3-month initial contract with a potential path to a permanent career role
Mission-Driven Work: Join one of Canada's most prestigious arts and culture organizations
Tech-Forward Opportunity: Leverage your digital expertise and AI tools to enhance executive workflows
Professional Culture: Thrive in a polished, collaborative, and inclusive Business Professional environment
Structured Onboarding: Receive dedicated orientation and comprehensive resources to ensure your success
Opportunity to work at a globally renowned field research institute with a collection of 18 million objects

Additional Information:

Job Posted:
May 20, 2026

Expiration:
July 13, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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