Are you a dynamic and detail-oriented Executive Assistant with Project Management Experience? Are you ready to support top-tier executives in a fast-paced environment? Our client is looking for a professional Executive Assistant/Project Coordinator to be an integral part of their Executive Search practice. You'll play a crucial role in ensuring seamless operations, enhancing client relationships, and contributing to the firm's success.
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The ideal candidate will be adept at following structure processes, staying organized, and being responsive and flexible in the role. Attention to detail is crucial, along with time management and multitasking for success in this role.
If you thrive in a collaborative yet independent setting and possess a proactive mindset with a passion for client service, we encourage you to apply!
Advantages
• $85,000 - $100,000 annual salary (based on experience)
• Bonus potential
• Competitive benefits package
• 3 Weeks vacation
• 10 Sick days
• RRSP contribution, Stock Purchase Plan
• Monday-Friday 9:00am-5:00pm, flexible and hybrid structure (2-3 days in office)
• TTC friendly location - downtown Toronto
Responsibilities
Administrative support, business development, and engagement related activities such as calendar and time management, interview scheduling, document production, database management, travel coordination, and other administrative duties as assigned. With regularly shifting priorities, the ideal candidate must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. A client service orientation, maturity, and a calm, composed demeanor is a must.
Project Coordination
• Support the partner in the management of engagement work by ensuring information flow to/from clients, prospective clients, candidates, and between consultants by establishing and administering basic workflow
• Maintain engagements using their financial management system, which includes inputting information as per client contracts and managing client invoicing
• Managing the candidate and client experience through scheduling interviews and other meetings between candidates and clients
Document Production
• Compose documents with a high level of accuracy using appropriate grammar, composition and speed, often under tight deadlines
• Produce PowerPoint presentations, proposals, status reports, marquee account plans, candidate assessments and documents including graphic and tabular exhibits; collate and bind presentation materials
• Prepare candidate profiles and related materials for clients in advance of scheduled client/candidate interviews, in-house or off-site
Logistics Management (Travel & Expenses)
• Coordinate travel arrangements for consultants using the firm’s external travel agency while ensuring standard travel preferences are respected, options presented as appropriate, and the firm’s travel policy is followed
• Coordinate domestic and international engagement-related candidate travel arrangements
• Review and verify accuracy of candidate and partner expense submissions prior to approval, processing and reimbursement
• Coordinate with Office Manager and other Project Coordinators for all expected visitors to greet guests and ensure ensuring meeting room space is available
• Inform other offices in advance of consultant visits to obtain security clearance (as required) and to reserve office and/or meeting room space
Administrative Support
• Collaborate with peers and other colleagues to support the broader team; assist with standard administrative duties, such as preparing and proofreading documents and researching information
• Provide back-up support to other Project Coordinators during absences and busy periods
• Manage the Partners’ calendars using Outlook to schedule external and internal meetings across multiple time zones and respond to queries on availability, ensuring that the time is used effectively
• Provide consultants with necessary briefing/preparatory material prior to meetings, interviews and travel
Data Management
• Manage electronic filing systems
• Maintain and update consultants’ business development activities, tasks and contacts in Salesforce
• Maintain and update information in client's database, ensuring contact notes and documents are included in the record and ‘Searchflow’ information is updated in accordance with engagement activity
• Assisting consultants in tracking various business performance metrics through the consultants’ performance dashboards and reports
Qualifications
• Minimum of 5 years of administrative / executive assistant experience, ideally working with one or more senior executives
• Prior experience in Executive Search, Consulting, or a broader Professional Services firm is preferred
• Superb English writing and grammar skills
• Excellent PowerPoint skills; High proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom
• Experience managing multiple and concurrent responsibilities and establishing and acting against relative priorities, independently but within prescribed guidelines
• Familiar with time zones and planning travel itineraries
• Experience with meeting planning and event coordination
• General understanding of accounting & finance cycles within a corporate, publicly traded company
Summary
If you meet all or most of the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.
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.
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Are you a dynamic and detail-oriented Executive Assistant with Project Management Experience? Are you ready to support top-tier executives in a fast-paced environment? Our client is looking for a professional Executive Assistant/Project Coordinator to be an integral part of their Executive Search practice. You'll play a crucial role in ensuring seamless operations, enhancing client relationships, and contributing to the firm's success.
The ideal candidate will be adept at following structure processes, staying organized, and being responsive and flexible in the role. Attention to detail is crucial, along with time management and multitasking for success in this role.
If you thrive in a collaborative yet independent setting and possess a proactive mindset with a passion for client service, we encourage you to apply!
Advantages
• $85,000 - $100,000 annual salary (based on experience)
• Bonus potential
• Competitive benefits package
• 3 Weeks vacation
• 10 Sick days
• RRSP contribution, Stock Purchase Plan
• Monday-Friday 9:00am-5:00pm, flexible and hybrid structure (2-3 days in office)
• TTC friendly location - downtown Toronto
...
Responsibilities
Administrative support, business development, and engagement related activities such as calendar and time management, interview scheduling, document production, database management, travel coordination, and other administrative duties as assigned. With regularly shifting priorities, the ideal candidate must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. A client service orientation, maturity, and a calm, composed demeanor is a must.
Project Coordination
• Support the partner in the management of engagement work by ensuring information flow to/from clients, prospective clients, candidates, and between consultants by establishing and administering basic workflow
• Maintain engagements using their financial management system, which includes inputting information as per client contracts and managing client invoicing
• Managing the candidate and client experience through scheduling interviews and other meetings between candidates and clients
Document Production
• Compose documents with a high level of accuracy using appropriate grammar, composition and speed, often under tight deadlines
• Produce PowerPoint presentations, proposals, status reports, marquee account plans, candidate assessments and documents including graphic and tabular exhibits; collate and bind presentation materials
• Prepare candidate profiles and related materials for clients in advance of scheduled client/candidate interviews, in-house or off-site
Logistics Management (Travel & Expenses)
• Coordinate travel arrangements for consultants using the firm’s external travel agency while ensuring standard travel preferences are respected, options presented as appropriate, and the firm’s travel policy is followed
• Coordinate domestic and international engagement-related candidate travel arrangements
• Review and verify accuracy of candidate and partner expense submissions prior to approval, processing and reimbursement
• Coordinate with Office Manager and other Project Coordinators for all expected visitors to greet guests and ensure ensuring meeting room space is available
• Inform other offices in advance of consultant visits to obtain security clearance (as required) and to reserve office and/or meeting room space
Administrative Support
• Collaborate with peers and other colleagues to support the broader team; assist with standard administrative duties, such as preparing and proofreading documents and researching information
• Provide back-up support to other Project Coordinators during absences and busy periods
• Manage the Partners’ calendars using Outlook to schedule external and internal meetings across multiple time zones and respond to queries on availability, ensuring that the time is used effectively
• Provide consultants with necessary briefing/preparatory material prior to meetings, interviews and travel
Data Management
• Manage electronic filing systems
• Maintain and update consultants’ business development activities, tasks and contacts in Salesforce
• Maintain and update information in client's database, ensuring contact notes and documents are included in the record and ‘Searchflow’ information is updated in accordance with engagement activity
• Assisting consultants in tracking various business performance metrics through the consultants’ performance dashboards and reports
Qualifications
• Minimum of 5 years of administrative / executive assistant experience, ideally working with one or more senior executives
• Prior experience in Executive Search, Consulting, or a broader Professional Services firm is preferred
• Superb English writing and grammar skills
• Excellent PowerPoint skills; High proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom
• Experience managing multiple and concurrent responsibilities and establishing and acting against relative priorities, independently but within prescribed guidelines
• Familiar with time zones and planning travel itineraries
• Experience with meeting planning and event coordination
• General understanding of accounting & finance cycles within a corporate, publicly traded company
Summary
If you meet all or most of the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.
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.
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