Administrative Assistant - 58958 - Toronto

Randstad Deutschland; Toronto; Hybrid; CAD 28,000 - 40,000; Full time

Benefits offered by this job

High-visibility exposure

Professional growth opportunities

Structured onboarding

Collaborative culture

Potential for extension or permanent

Potential for extension or permanent

Job summary

Randstad Canada is seeking an Administrative Assistant II to support two Vice Presidents in a hybrid Toronto environment. The role balances back-office administration with calendar management, event planning, and cross‑team coordination.

The successful candidate will have 2–4 years of EA experience, strong Microsoft Office 365 skills, and the ability to manage complex schedules, prepare reports, and communicate effectively with senior leadership.

Qualifications

• 2–4 years of experience as an Executive Assistant or Senior Administrative Assistant.
• Advanced proficiency in Microsoft Office 365, especially Outlook, Excel, PowerPoint, Word and Teams.
• Excellent verbal and written communication with senior stakeholders.
• Strong organization and multitasking abilities with initiative and problem-solving skills.

Responsibilities

• Calendar & Schedule Management: coordinate, update, and manage complex calendars for two Vice Presidents.
• Meeting & Event Coordination: organize logistics for internal meetings and leadership events.
• Documentation & Reporting: prepare and organize reports, agendas, and materials with accuracy.
• Communications & Inbox Management: prioritize and manage internal communications and requests.
• Workflow & Administrative Operations: maintain digital filing, handle expenses, and ensure deadlines.
• Confidentiality: exercise discretion with sensitive leadership information.

Skills

Calendar management

Executive support

MS Office 365

Outlook

Excel

PowerPoint

Word

Teams

Communication skills

Organization

Education

College diploma or Bachelor's degree preferred

Tools

Microsoft Office 365

Outlook

Excel

PowerPoint

Word

Teams

Job description

We are seeking a proactive, highly organized, and detail-oriented Administrative Assistant II to provide dedicated administrative support to two Vice Presidents and assist with broader department coordination.

Operating in a fast-paced, collaborative team environment, this role balances approximately 50% back-office administration with 50% communication and scheduling coordination. The ideal candidate brings prior experience managing complex calendars, planning team events, and collaborating seamlessly with internal executive assistants and leadership teams.

Position Type: Contract (8 Months, with potential for extension or permanent conversion)

Location: Toronto, ON (Hybrid - 4 days onsite at Wellington St. W; Wednesday & Thursday mandatory)

Schedule: Monday to Friday, Standard Business Hours (8:00 AM - 4:30 PM or 9:00 AM - 5:00 PM)

Compensation: $24.50

Advantages

• High-Visibility Exposure: Direct collaboration with senior leadership (Vice Presidents) and a strong network of Executive Assistants.
• Professional Growth: Excellent learning and development opportunities within an enterprise environment.
• Supportive Onboarding: Comprehensive initial training (3-4 days) paired with ongoing peer support from experienced administrative team members.
• Positive Culture: Work within a 30-member division recognized for an open, friendly, collaborative, and hard-working dynamic.
• Future Potential: Opportunity for contract extension or conversion to permanent employment based on performance and business needs.

Responsibilities

• Calendar & Schedule Management: Proactively coordinate, update, and manage complex calendars for two Vice Presidents, resolving meeting conflicts efficiently.
• Meeting & Event Coordination: Organize logistics for internal team meetings, leadership sessions, town halls, and department celebrations/holiday functions, including room bookings, technology setup, and materials preparation.
• Documentation & Reporting: Prepare, edit, and organize reports, presentations, agendas, correspondence, spreadsheets, and files with exceptional accuracy.
• Communications & Inbox Management: Screen, prioritize, and manage internal communications, inquiries, and requests, redirecting or escalating issues when appropriate.
• Workflow & Administrative Operations: Maintain organized digital filing systems, handle expense reports, track data, and coordinate day-to-day office workflows to ensure deadlines are consistently met.
• Confidentiality: Exercise complete discretion when handling sensitive organizational and leadership information.

Qualifications

• Experience: 2-4 years of experience as an Executive Assistant or Senior Administrative Assistant managing executive calendars and schedules.
• Technical Skills: Advanced proficiency in Microsoft Office 365, particularly Microsoft Outlook (calendar/email management), Excel, PowerPoint, Word, and Microsoft Teams.
• Communication: Exceptional verbal and written communication skills with the ability to articulate information clearly and professionally to senior stakeholders.
• Organization & Detail: Superior organizational and multitasking skills with proven ability to balance shifting priorities under minimal supervision.
• Independence: Strong initiative and problem-solving capability, with the confidence to make sound operational decisions independently.

Preferred / Nice-to-Have:

• Prior experience supporting senior leadership or executive teams within a banking or financial institution.
• Post-secondary education (College diploma or Bachelor's degree preferred).

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.

This posting is for existing and upcoming vacancies.