Executive Search Coordinator

Randstad Canada; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Pleasant working environment

Access to Bonaventure and McGill metro

Competitive salary based on experience

Hybrid work model (3 days in office, 2

3-4 weeks of vacation

Comprehensive insurance package from1

Job summary

Randstad Canada in downtown Montreal is seeking an Associate Assistant to provide high-level administrative support and coordination for executive search mandates. You will be the primary contact for executives, clients, and candidates, helping to deliver a premium client and candidate experience.

The role emphasizes organizing schedules, drafting documents, and maintaining meticulous records, with a hybrid work model and a strong focus on professionalism and brand representation.

Qualifications

• Minimum experience in a senior management support role or similar position involving project coordination and managing multiple priorities.
• Proficiency in Microsoft Office Suite and demonstrated ability to navigate databases and dynamic digital tools.

Responsibilities

• Be a key and effective business partner for the firm's associates.
• Ensure the administrative and logistical coordination of executive search mandates throughout their lifecycle, from launch to completion, ensuring high-quality follow-up with clients, candidates, and internal teams.
• Coordinate and optimize associates' schedules: plan and adjust client meetings, interviews, and internal meetings.
• Greet visitors, clients, and candidates professionally, embodying the firm's warmth and brand image.
• Draft, revise, and format documents, reports, and presentations of impeccable quality, adhering to high standards.
• Contribute to the preparation and updating of search documents, while ensuring accurate entry of interactions and meetings into the database.
• Participate in client meetings and support partners by gathering key information, ensuring necessary follow-ups, and preparing reports, presentations, and submissions.
• Proactively coordinate partners' meetings, calls, and follow-ups, considering priorities and engagement requirements.
• Foster a collaborative environment by participating in office activities, building trusting relationships, and contributing to the collective success of the administrative team.
• Provide timely and supportive assistance to colleagues on the administrative team to ensure continuity and excellence of service.
• Prepare meeting rooms for interviews (refreshments, equipment, technical setup).

Skills

Bilingual (French & English)

Strong written and verbalcommunication

Excellent organizational skills

Ability to manage multiple priorities

Professional interpersonal skills

Attention to detail

Senior management support / project co

Microsoft Office Suite proficiency

Tools

Database navigation

Digital tools proficiency

Job description

Are you an administrative professional driven by excellence and looking to thrive in a stimulating and highly collaborative environment? A global leader in executive search and leadership consulting is currently seeking a top-tier candidate for the position of Associate Assistant to their team in downtown Montreal. As the primary point of contact for executives, clients, and candidates, you will act as a true ambassador for a brand synonymous with prestige and professional rigor.

You will work closely with passionate partners and consultants. Your day-to-day work will be anything but routine: you will actively contribute to the success of large-scale strategic mandates by providing high-level administrative support and exceptionally efficient coordination. This key role, based in downtown Montreal, will allow you to leverage your organizational skills and attention to detail to deliver an outstanding client and candidate experience.

Does this challenge perfectly align with your professional aspirations, and are you eager to take your career to the next level?

Advantages

• Pleasant working environment,amazing team and beautiful office
• Access to Bonaventure and McGill metro stations
• Competitive salary based on experience
• Hybrid working model, 3 days in the office and 2 days from home
• 3-4 weeks of vacation, depending on experience
• Comprehensive insurance package, as of day 1

Responsibilities

• Be a key and effective business partner for the firm's associates.
• Ensure the administrative and logistical coordination of executive search mandates throughout their lifecycle, from launch to completion, ensuring high-quality follow-up with clients, candidates, and internal teams.
• Coordinate and optimize associates' schedules: rigorously and efficiently plan and adjust client meetings, interviews, and internal meetings.
• Greet visitors, clients, and candidates courteously and professionally, embodying the firm's warmth and brand image.
• Draft, revise, and format documents, reports, and presentations of impeccable quality, adhering to high standards.
• Contribute to the preparation and updating of search documents, while ensuring accurate entry of interactions and meetings into the database.
• Participate in client meetings and support partners by gathering key information, ensuring necessary follow-ups, and preparing reports, presentations, and submissions.
• Proactively coordinate partners' meetings, calls, and follow-ups, taking into account their priorities, time management style, and the specific requirements of each engagement.
• Foster a collaborative environment by participating in office activities, building trusting relationships, and contributing to the collective success of the administrative team.
• Provide timely and supportive assistance to colleagues on the administrative team to ensure continuity and excellence of service.
• Prepare meeting rooms for interviews (refreshments, equipment, technical setup).

Qualifications

Experience and Skills

• Minimum experience in a senior management support role or similar position involving project coordination and managing multiple priorities.
• Proficiency in Microsoft Office Suite and demonstrated ability to navigate databases and dynamic digital tools.
• Technological curiosity and a proven ability to quickly learn new tools to optimize administrative processes.
• Attention to detail and the ability to design documents and presentations that reflect the brand image, highlighting information clearly, professionally, and with care.
• Professional presence and natural interpersonal skills in interactions with influential executives and managers.
• Strong written and verbal communication skills in both official languages.
• Be recognized for excellent organizational skills, effective time management, and the ability to juggle multiple priorities simultaneously.
• Be bilingual (French and English), both orally and in writing.

Personal Characteristics

• Ability to demonstrate ingenuity, proactivity, and critical thinking in problem-solving, while remaining calm and effective in urgent situations.
• Possess excellent interpersonal skills and well-developed emotional intelligence in interactions with clients, candidates, and colleagues.
• Demonstrate excellent judgment, tact, and discernment, particularly in delicate situations or sensitive communications.
• Be comfortable communicating verbally with various external stakeholders of the organization, demonstrating active listening and professionalism.
• Have a strong attention to detail and a well-developed sense of presentation and quality of work.
• Possesses a highly positive attitude and the ability to navigate a fast-paced and dynamic environment.
• Demonstrates strong stress resistance and the capacity to remain calm and composed under pressure.
• Demonstrates proactivity.

Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

• communicate with English-speaking clients/partners/employees located outside Quebec on a daily basis
• work on client projects, products or deliverables that are required to be delivered to clients in English

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.