Overview
Administrative Assistant Jobs in Toronto, Canada at David Aplin Recruiting
Our client, a global leader within the Human Resources space, is looking for a highly organized and proactive Executive Assistant to support senior executive leadership on a contract basis in Downtown Toronto, ON.
This is an interim, high-impact role within a fast-paced, matrixed environment where you will play a key part in ensuring seamless executive operations, communication flow, and cross-functional coordination. The ideal candidate thrives in dynamic settings, demonstrates strong judgement, and brings a solutions-oriented approach to executive support.
Compensation & Benefits
- $40–$50/hour contract rate
- 1-month contract to start (potential for extension or conversion to full-time)
- Downtown Toronto office location (3 days on-site per week)
- Exposure to senior global leadership within a large, enterprise HR function
- Opportunity to support high-impact HR initiatives in a dynamic environment
- Fast-paced, high-visibility role with meaningful day-to-day impact
Responsibilities
- Manage complex, multi-time zone calendars for senior executives, prioritizing meetings and commitments
- Act as gatekeeper for internal and external communications, managing inboxes and triaging requests
- Coordinate domestic and international travel arrangements within tight timelines
- Process and submit expenses accurately and efficiently
- Organize executive meetings, including agenda preparation, minute-taking, and action tracking
- Coordinate internal and external events such as town halls, leadership meetings, and team events
- Prepare high-quality presentations, reports, and executive correspondence
- Maintain HR signing authority records and ensure documentation accuracy
- Manage system access permissions (Teams, shared drives, mailboxes, distribution lists)
- Support onboarding and offboarding processes within the HR function
- Assist with compliance and access audits to ensure data integrity and security standards
- Support HR Business Continuity planning, including documentation updates and stakeholder coordination
- Assist with communication tools, training, and data collection for continuity initiatives
Qualifications
- 5+ years of experience in an Executive Assistant or senior administrative support role, ideally within an HR or corporate environment
- Experience supporting multiple senior leaders in a complex, matrixed organization
- Strong organizational skills with the ability to manage competing priorities in a fast-paced environment
- Excellent written and verbal communication skills
- High level of discretion, professionalism, and sound judgement
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Strong expertise in PowerPoint and Excel (advanced level required)
- Ability to work independently and anticipate executive needs proactively
- Experience with in large corporate or HR environments considered an asset
- Bilingualism in French is considered an asset
We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives.
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Title: Administrative Assistant
Company: David Aplin Recruiting
Location: Toronto, Canada
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