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 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 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.

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 an expert in MS Office and Adobe. You are comfortable guiding leaders through digital platforms, managing "deck" presentations, and using AI for efficient meeting transcription.

Autonomous & Proactive: You are a natural self-starter who can "manage up," anticipate upcoming deadlines, and maintain strict confidentiality regarding budgets and sensitive staff matters.

Polished: You thrive in a "Business Professional" environment and serve as a diplomatic point of contact for high-level internal and external stakeholders.

If you are ready to take on this exciting opportunity starting ASAP, please apply directly to this post.

Please note: This job requires two professional references and a criminal and credit check (650 minimum).

Advantages
-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: Month to month initial contract with a high 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.

Responsibilities
•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.

Qualifications
-A minimum requirement of a university degree in a Business or culture related program or an acceptable equivalent in experience and education.
-Senior Experience: Minimum of five (5) years providing senior-level executive administrative support, ideally supporting multiple executives simultaneously
-Technical Proficiency: 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.
-Calendar & Logistics: Proven ability to strategically manage complex, competing calendars for multiple executives and anticipate logistical needs before they arise.
-Project Coordination: Strong organizational skills to track project milestones, take action-oriented meeting notes, and move initiatives forward.
-Communication & Diplomacy: 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.
-Proactive Problem Solving: 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

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 Voir email sur randstad.com to ensure their ability to fully participate in the interview process.

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