Executive Assistant

ve guidance and support. The ideal candidate will have excellent organizational and multitasking skills, will be initiative-taking, and resourceful. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.

Advantages
- Be apart of a fast paced working environment
- Contract: 1-3 months
- In office Monday to Friday
- Hours: 8:30 - 5:00
- Location: North York

Responsibilities
Executive Support

Provide comprehensive administrative support to the Executive Team and the HPSA Board, facilitating communication and coordination across various channels.
Coordinate travel and logistics for the Executive Team and staff, including managing Air Canada accounts.
Oversee and manage CEO calendar and tasks, ensuring a seamless and efficient workflow
Foster and maintain relationships with key stakeholders, such as the Board, updating and managing information in database systems as needed.
Organize, file, and maintain all correspondence and official organizational records in an orderly manner.
Prepare, process, and track expense reports for the CEO as required.
Provide the CEO with briefings on key projects, meetings, conferences, and other activities to ensure effective time management and decision-making.

Board Support

Coordinate and organize all aspects of Board meetings, including preparation and distribution of agenda materials, meeting logistics, and recording and distributing minutes.
Act as the primary liaison for communications and coordination with Board members.
Assist in updating and maintaining corporate governance frameworks, including board policies and procedures.
Office Operations and Maintenance
Oversee day-to-day office operations, ensuring a clean, organized, and efficient environment.
Order, manage, and maintain inventory of office supplies and equipment.
Coordinate shipping and logistics for conference materials and other items as needed.
Manage incoming and outgoing mail, courier services, and general administrative logistics.
Manage logistics for in-office meetings, including catering and technology support.

Event Coordination

Coordinate logistics for internal and external meetings, conferences, and special events, including travel arrangements, venue selection, and material preparation.
Oversee the preparation and shipment of conference materials to ensure timely delivery.

Recruitment Support

Coordinate recruitment activities, including job postings, interview scheduling, and candidate communication.
Oversee onboarding and orientation for new employees, ensuring a seamless experience with comprehensive materials and support

Culture and Team Development:

Champion organizational culture by leading employee engagement initiatives, team-building activities, and professional development opportunities.
Act as a trusted advisor to team members, helping navigate challenges and grow in their roles.
Monitor team dynamics and identify opportunities to improve collaboration and morale.
Coordinate and oversee the annual schedule for Lunch and Learn sessions.

Employee Records Management:

Oversee and maintain the Citation Portal.
Administer the Leave Board Portal.

HR Communications:

Assist with HR communications, including drafting updates, policy announcements, and organizing employee surveys and recognition programs.
Support staff engagement initiatives, team-building events, and mandatory compliance tracking.

Other Responsibilities

Manage Canada Summer Jobs
Anticipate and plan for organizational needs, serving as a strategic partner to the CEO.
Create templates, frameworks, and operational tools to enhance internal processes and documentation.
Streamline communication and improve efficiency across the organization.
Collaborate with the CEO and Executive Team to align priorities with strategic goals and assess progress.
Establish, document and maintain a recurring rhythm of business for the CEO, integrating company and Board activities and new annual requirements to streamline workflows.
Serve as a central point of contact for cross-functional communication, reducing organizational silos.
Proactively prepare materials, organize follow-ups, and address emerging leadership needs.
Liaise between the leadership team and other departments to ensure alignment and effective communication.


Qualifications
Administrative coursework and college or university studies preferred.
At least 5 years of work experience as an Administrative Assistant or Executive Assistant is required.
Accuracy and attention to detail is crucial for collaboration with partners and well as the day-to-day operations of the Executive Team.
Ability to accurately convey key messages in lay terms to internal and external stakeholders regarding select departmental initiatives.
A requirement to maintain confidentiality on legal files and other sensitive materials.
Proficiency in all styles of communication (e.g., verbal, written, visual (presentations, etc.).
Project Management skills and/or training is considered an asset.
Proven competency in using Adobe Acrobat and various Microsoft programs including Word, Outlook, Teams, Excel, and PowerPoint as well as experience in the use of software programs such as SharePoint, Zoom.


Summary
Please note that a minimum of 5 years of experience working as an Executive Assistant is needed. If this is something that you are interested in, apply today!

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 accessibility@randstad.ca to ensure their ability to fully participate in the interview process.