Administrative Assistant

Randstad Canada; Toronto; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A leading executive search firm in downtown Toronto is seeking a dynamic Administrative Assistant for a 12-month hybrid contract. The role involves document editing, project coordination, and general office support. Ideal candidates are detail-oriented, tech-savvy, and thrive in fast-paced environments.

Benefits

Downtown Toronto location

Extremely TTC accessible

12-month contract

Welcoming team environment

Qualifications

• 5+ years of administrative experience in a professional services environment.
• Exceptional attention to detail and grammar skills.
• Proficient in Microsoft Office, Adobe Acrobat, Zoom, and Teams.

Responsibilities

• Create, update, and proofread client-facing documentation with high accuracy.
• Assist with data entry and ensure electronic client files are organized.
• Greet visitors and assist with meeting setups.

Skills

Attention to detail

Time management

Client service orientation

Tools

Microsoft Office Suite

Adobe Acrobat

Zoom

Microsoft Teams

Job description

Are you a dynamic and detail-oriented Administrative Assistant with strong administrative experience and relevant hands-on skills in document editing, Microsoft Word, PowerPoint, and general office support functions? Are you ready to thrive in a fast-paced, professional services environment supporting a high-performing team?

Our client, a leading executive search firm, is seeking a versatile Administrative Assistant for a 12-month contract starting in the first week of May 2025.

This hybrid role offers the perfect blend of administrative tasks, project coordination support, and occasional front-desk responsibilities. The ideal candidate is highly organized, tech-savvy, and comfortable managing competing priorities with accuracy and professionalism.

Please note : This administrative position will be very heavily focused on manually editing, proofreading, and creating documents—particularly in Microsoft Word and PowerPoint.

If so, we have an AMAZING opportunity for experienced Administrative Assistants! You’ll be supporting a collaborative team at a prestigious downtown Toronto office with document formatting, proofreading, database updates, meeting prep, and general office support.

If you're proactive, detail-driven, and thrive in both independent and team-based settings — we encourage you to apply today!

Advantages

What’s in it for YOU!

• Downtown Toronto location
• Extremely TTC accessible
• 12 month contract to start immediately
• Hours are 9 : 00 am-5 : 00 pm, and hybrid structure (3 days in office)
• Welcoming team and ready to help out

Responsibilities

• Create, update, and proofread client facing documentation and templates with a high level of accuracy using appropriate grammar, composition and speed, often under tight deadlines
• Documents include : Market Scans, Search Progress Reports, Candidate Reports, Pitch Presentations, Reference Reports and Position Specifications
• Assist with data entry of candidate, client, and other engagement information in our database to ensure accuracy and compliance with data metric requirements
• Ensuring electronic client files in SharePoint folders are organized and managed according to office policy
• Assist Project Coordinators with scheduling as directed
• Provide additional coverage and backup as needed for vacations and busy periods
• Ensure meeting rooms set up in advance of all meetings (including catering, AV, and other meeting materials) and cleaned up after meetings
• Greet visitors for in person meetings
• Assist administrative staff and consultants with printing and binding of client facing materials
• Receive and distribute mail and courier deliveries
• Keep office supply rooms and kitchen stocked and organized
• In coordination with the AOM, assist with office setup, vendors, liaising with building maintenance and security

Qualifications

• 5+ years of administrative or office services experience, ideally in a professional services or executive search environment.
• Exceptional attention to detail, grammar, and composition skills.
• Proficient in Microsoft Office Suite (especially PowerPoint, Word, Outlook), Adobe Acrobat, Zoom, and Microsoft Teams.
• Familiar with AV setup and troubleshooting for in-person and virtual meetings.
• Experience supporting senior leadership in a fast-paced, high-pressure environment.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Meeting planning and event coordination
• Excellent time management skills with the ability to prioritize and multitask
• Client service orientation and a polished, professional demeanor.

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 [e-mail] to ensure their ability to fully participate in the interview process.

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