Executive Assistant

Are you an experienced Executive Assistant who thrives in a fast-paced, high-profile environment? Our client, a globally recognized communications and marketing agency, is seeking a highly organized, proactive, and strategic Executive Assistant to provide senior-level support to the CEO, President, and Senior Finance Manager.

This is much more than a traditional administrative role. As a trusted partner to the executive leadership team, you will play an integral role in managing executive priorities, coordinating corporate initiatives, supporting business development activities, and enhancing the CEO's professional profile and industry presence.

The successful candidate will be a confident self-starter with exceptional judgment, strong business acumen, and the ability to anticipate needs before they arise. From managing complex executive schedules and travel arrangements to coordinating high-profile corporate events and supporting financial operations, you will be instrumental in ensuring the smooth day-to-day functioning of the leadership team.

If you are someone who takes ownership, enjoys working with senior stakeholders, and can confidently manage competing priorities in a dynamic agency environment, this is an excellent opportunity to make an impact.

Advantages
Hybrid work model.

Convenient downtown Toronto location.

Competitive salary and benefits package.

Opportunity to work closely with senior executive leadership at a globally recognized agency.

High-visibility position with exposure to corporate strategy, business development, and executive initiatives.

Responsibilities
Executive & Administrative Support

Provide comprehensive executive support to the CEO and President, managing day-to-day priorities and handling confidential business matters with the highest level of discretion.

Oversee complex calendar management, coordinate meetings, prioritize commitments, and proactively anticipate scheduling conflicts.

Manage all executive travel arrangements, including transportation, accommodations, itineraries, and related logistics.

Prepare, edit, and coordinate executive correspondence, reports, presentations, briefing materials, invitations, and confidential documentation.

Monitor incoming communications, manage follow-ups, and prepare notes, thank-you correspondence, and other communications on behalf of the CEO.

Maintain organized filing systems and ensure important documents and information are easily accessible.

Strategic & Corporate Support

Support the development and enhancement of the CEO's executive profile by identifying relevant industry events, speaking opportunities, marketing initiatives, and networking opportunities.

Coordinate client outreach and business development activities on behalf of the CEO.

Assist with the development of executive social media content and initiatives that strengthen the CEO's professional presence.

Support corporate projects, special assignments, and Board-related activities, including research, coordination, and preparation of materials.

Partner with internal teams, including HR and corporate leadership, to support employee engagement initiatives, team integration, and organizational projects.

Coordinate corporate events, client meetings, town halls, leadership gatherings, and other internal and external functions.

Ensure all executive meetings and events are fully prepared, including presentations, catering, handouts, communications, and other logistical requirements.

Financial & Operational Administration

Provide administrative support to the Senior Finance Manager, including expense reporting, data entry, financial documentation, and monthly submissions.

Prepare and submit expense reports on behalf of the CEO, President, and other designated executives.

Assist with financial and operational documentation, ensuring accuracy, organization, and timely completion.

Work closely with the executive team to support daily business operations and identify opportunities to improve administrative processes.

Qualifications
5–7 years of experience in an Executive Assistant or senior administrative support role, ideally within a marketing, communications, or agency environment.

Bachelor's degree in Business Administration, Communications, or a related discipline is required.

Advanced proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint, and Excel.

Experience with project management tools and executive calendar management.

Exceptional organizational and time-management skills, with the ability to manage multiple competing priorities in a fast-paced environment.

Strong critical-thinking and problem-solving abilities, with the confidence to take initiative and work independently.

Excellent written and verbal communication skills, with the ability to interact professionally with senior executives, clients, and external stakeholders.

Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.

Strong interpersonal skills, sound judgment, and the ability to navigate sensitive situations with tact and diplomacy.

Adaptable, resourceful, and comfortable working in a dynamic environment where priorities can shift quickly.

Additional Requirements

Successful completion of criminal background, credit, and professional reference checks.

Summary
If you are interested in this opportunity and meet the qualifications outlined above, we encourage you to apply today! We appreciate all applications; however, only candidates selected for further consideration will be contacted.

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 [email protected] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.