Executive Assistant

Randstad Canada; Markham; Hybrid; CAD 110,000 - 120,000; Full time

Benefits offered by this job

Competitive base salary

5% annual bonus

Hybrid work schedule

3 weeks vacation

Job summary

Randstad Canada is seeking a highly strategic and tech-savvy Executive Assistant in Markham, Ontario to be the right-hand partner to the General Manager over multiple global business units.

The role goes beyond traditional support, leveraging AI and automation to streamline workflows, manage a complex calendar, travel logistics, and develop polished executive presentations. English fluency is required; French or other languages are an asset. Hybrid work follows a 3-month on-site probation.

Qualifications

• Strategic thinker capable of anticipating global scheduling impacts.
• Excellent boundary-setting to keep GM priorities ahead of office requests.
• Proficient with AI/automation to streamline workflows and comms.
• Advanced PowerPoint design and executive-level content creation.
• Discretion and confidentiality for sensitive corporate information.

Responsibilities

• Manage and optimize a highly complex calendar for the GM.
• Act as a fierce gatekeeper, protecting the GM's priorities.
• Maintain strict confidentiality on organizational matters.
• Draft and design polished PowerPoint presentations for executives.
• Track action items and cross-functional initiatives for accountability.
• Manage extensive, multi-leg international travel logistics.
• Coordinate high-level meetings and supporting logistics.
• Draft, edit and manage communications with senior leaders.

Skills

Strategic thinking

Boundary setting

Tech-savviness

Executive communication

Problem-solving

Adaptability

Confidentiality

Cross-functional collaboration

Education

Post-Secondary Diploma or Degree in Business Administration or related field

Tools

PowerPoint

Microsoft Office

AI tools

Automation tools

Job description

We are seeking a highly strategic and tech-savvy Executive Assistant to join a rapidly expanding, tech-focused organization in Markham, Ontario. If you want to elevate your career in business administration, this is your opportunity to act as the fiercely protective right-hand partner to a dynamic General Manager overseeing multiple global business units.

In the fast-evolving world of business administration, this Executive Assistant role goes far beyond traditional support. Operating at the "speed of light," you will act as the ultimate gatekeeper, ruthlessly prioritizing the GM's needs and politely declining distractions. You will leverage AI and automation to streamline workflows, proactively troubleshoot complex international travel, and independently build polished executive presentations. Serving as an absolute "vault" of confidentiality, your exceptional adaptability will make you an invaluable asset to this highly engaged, rapidly growing leadership team.

In today's global business administration landscape, clear communication is paramount. For this specific Executive Assistant role, native-level fluency in English is required to effectively manage communications and draft executive briefings for global tech stakeholders, while bilingualism in French or other international languages is considered a strong asset when navigating cross-border team dynamics.

Advantages

• Highly competitive base salary ranging from $110,000 to $120,000 annually, commensurate with your executive-level experience.
• Performance-driven annual bonus structure offering an additional 5% of your base salary.
• Flexible hybrid work schedule following a successful 3-month fully on-site probationary period (standard model is 3 days in-office, 2 days remote).
• Generous starting vacation allowance of three weeks, plus flexible time-off policies to compensate for any weekend agenda-setting calls.
• Comprehensive employer benefits package to support your health, wellness, and medical needs.
• Robust retirement savings plan featuring a 5% defined contribution RRSP.
• Company-provided high-end laptop and cellular phone to ensure you are fully equipped for success.
• Vibrant company culture featuring monthly engagement activities, regular social events, and quarterly off-site team-building adventures.
• Exceptional career growth potential within a rapidly expanding global organization transitioning into new standalone facilities.

Responsibilities

• Manage and completely optimize a highly complex calendar, anticipating chain reactions and ensuring alignment with the General Manager's strategic priorities.
• Act as a fierce gatekeeper, strictly enforcing boundaries to ensure the General Manager's tasks and priorities are never derailed by general office requests.
• Serve as an absolute "vault" for sensitive information, maintaining strict confidentiality regarding organizational restructuring and global business strategies.
• Prepare, review, and independently build executive-level materials, taking the lead on drafting content and designing polished PowerPoint presentations.
• Track and follow up on key action items, executive deliverables, and cross-functional initiatives to ensure total accountability across business units.
• Proactively manage extensive, multi-leg international travel, rapidly troubleshooting and fixing flight or logistical issues before they impact the executive.
• Connect with the General Manager for brief, strategic touchpoints outside of standard hours (such as Sundays) to finalize the week's agenda, utilizing flexible time-off to maintain balance.
• Travel up to 10% of the time to assist with logistics and coordination at major global group events.
• Leverage modern technology, AI, and automation tools to eliminate manual administrative work and streamline business operations.
• Organize, prepare, and manage the logistics for high-level meetings, including venue selection, equipment setup, and gathering necessary documentation.
• Draft, edit, and manage high-level communications on behalf of the GM, interfacing with senior leaders, global stakeholders, and external partners.
• Build and maintain strong, collaborative relationships across various functions while clearly communicating your core focus on the General Manager's success.

Qualifications

• Exceptional strategic thinking with the ability to look several steps ahead and anticipate the downstream effects of global scheduling changes.
• Impeccable boundary-setting skills, with the confidence to politely but firmly decline requests that do not align with the General Manager's immediate priorities.
• High-level tech-savviness, including experience with AI tools, automation, and advanced corporate communication platforms to optimize daily workflows.
• Advanced proficiency in the Microsoft Office Suite, specifically demonstrating strong content creation and design skills in PowerPoint.
• Unwavering discretion, strict confidentiality, and professionalism when handling sensitive corporate or personnel information.
• Exceptional written and verbal communication skills, tailored for C-suite executives and external global partners within the tech sector.
• Remarkable adaptability and the capacity to "pivot on a dime" in an environment operating at lightning speed.
• Proactive problem-solving abilities, capable of resolving complex international travel roadblocks independently.
• Post-Secondary Diploma or Degree in Business Administration, Corporate Communications, or a related field.
• 5 to 10 years of progressive experience working as an Executive Assistant, specifically supporting C-suite or highly demanding General Manager level executives.
• Previous experience within the tech industry is highly preferred to ensure familiarity with industry nomenclature and fast-paced sector dynamics.
• Proven ability to leverage technology, systems, and automation to replace slow, manual administrative processes.
• Demonstrated expertise in executive-level content creation, specifically building robust PowerPoint presentations from minimal initial direction.
• Extensive North American business experience, providing a deep understanding of local business dynamics and professional communication styles.
• A verifiable track record of maintaining strict confidentiality, acting as a true extension of the executive, and navigating rapid organizational growth.

Summary

If this Executive Assistant position doesn't perfectly match your ambitions, reach out to explore other exciting business administration roles tailored to your unique career goals. We are your partner for talent, helping you not just find a job you love, but also build a successful career that offers work-life balance and professional fulfillment. We care about your professional well-being, and we stay actively engaged throughout your career journey to ensure you get the opportunities and support you want when you need them. Offering training and coaching, flexibility, and equitable access to job opportunities across the professional, operational, and tech landscapes, we guide you towards work that fits your skills, expertise, and ambitions, while ensuring you stay relevant in the changing world of work. With Randstad, you are supported every step of the way, ensuring you feel confident in yourself, satisfied in your career, and valued for your contributions.

Randstad Canada Employment Policies

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.

This posting is for existing and upcoming vacancies.