Executive Assistant

HAYS RECRUITMENT CANADA At Hays, we believe in being long-term partners with our people as well as our customers. Together, we will work for your tomorrow, and the possibilities are endless. With over 50 years of business success, we have built a reputation as the world leader in specialist recruitment and workforce solutions. But joining Hays isn’t just about being part of a global business leader; together with over 12,000 people across 33 countries, you’ll be making a difference in the world of work. THE POSITION As the Executive Assistant and Team Lead for Administrative support, you will fulfil a dual role providing comprehensive assistance to the President. You will leverage your organizational prowess and critical thinking skills to proactively manage calendars, anticipate needs, and cultivate trusted partnerships. Your role will entail not only supporting complex travel arrangements and drafting correspondence, presentations, and documentation but also implementing processes to enhance the effectiveness of our Senior Leaders. You will play a vital role in coordinating initiatives and events, collaborating closely with internal stakeholders across departments such as People & Culture, Marketing, and Finance. Success in this role hinges on your integrity, discretion, and proactive approach, coupled with a keen sense of urgency to thrive in a dynamic, fast-paced environment while adeptly prioritizing tasks. Provide executive support to the President of Canada. Serve as a primary liaison between Global Executive Leadership team, internal/external stakeholders, including Board members, senior executives and key partners Proactive management of calendars to stay informed of upcoming commitments and shifting priorities, ensuring efficient scheduling and time optimization Coordinate and prepare essential information, materials and resources for leadership meetings and events Manage complex schedules and oversee domestic and international travel arrangements for senior leadership, ensuring smooth logistics and operational efficiency Prioritize tasks, delegate responsibilities and monitor progress to ensure deadlines are met in a fast-paced environment Independently lead the planning and execution of internal and external events including managing budgeting, contract negotiations, travel logistics and team-building activities Lead and mentor a nationwide team of administrative assistants, providing guidance, training and workflow coordination while fostering their professional growth and development Develop and implement administrative policies, procedures, and best practices to enhance operational effectiveness Draft, proofread and prepare correspondence, reports and presentations on behalf of the President Reconcile corporate credit cards and manage expense submissions to ensure accuracy and compliance Handle sensitive information with discretion and maintain the highest level of confidentiality and integrity Demonstrate strong business acumen by proactively anticipating next steps, prompting the appropriate staff and staying resourceful and ahead of processes Handle catering arrangements for the President including placing orders for delivery or pickup Occasionally run local errands in the downtown area Schedule, reschedule and manage appointments as needed Support media engagements by confirming interview details, conducting background research and maintaining at up-to-date media contact list Team lead Allocate, monitor workload and distribution of tasks to ensure balanced support coverage Lead and mentor two administrative assistants, providing guidance, training and workflow coordination while fostering their professional growth and development Serve as the first point of contact for escalations and guidance Partner and collaborate with leaders to align with office requirements Act as backup support to administrative team Facilities Support Serve as the escalation point of contact for day-to-day facilities issues, including office maintenance, repairs and service requests Coordinate with building management and external service providers to ensure timely resolution of facility-related matters Support space planning and office moves and logistics Support planning and execution of facility-related projects or renovations Qualifications: 5-7 years’ experience supporting C-Level executives Task management, prioritisation, and organisation - able to manage multiple busy schedules and execute plans according to agreed schedules Self-motivated and able to operate in a fast-paced environment Demonstrated experience organising and supporting events and projects across multiple business areas Previous experience in a leadership role with demonstrated ability to lead and develop a team Proficient in MS Word, Excel, PowerPoint, SharePoint Overtime may be required periodically Flexibility with work schedule may be required periodically Occasional travel is required Bilingual (French) is an asset, but not required BENEFITS and PERKS Competitive compensation plan, made up of industry leading commission and a base salary Flexible benefit plans RRSP matching Flexible working hybrid model 4 weeks’ vacation sales incentive days Work from anywhere 6x weeks per year Internal global mobility after 2 years & SO much more SUPPORTED TO SUCCEED Backed by expert colleagues who want you to grow, you’ll have access to mark-leading tools, training and resources so that you’re set up to thrive. Believing that personal growth leads to professional progression, you will feel heard, valued and assured that we care about your wellbeing. This will enable you to reach your full potential, broadening your ability to make a positive impact on the world of work and leading to your own personal success. OUR CULTURE With the energy of the Hays culture behind you, you’ll be part of a progressive business that’s going places. Working flexibly and trusting each other to deliver, you’ll thrive in an environment that is inclusive, collaborative and motivating. Everyone is welcome here. We have deep diversity. equity, and inclusion beliefs and goals (Search “Hays Our Promise” to read more). We encourage applicants from underrepresented and designated groups to apply, including women, indigenous people, visible or racial minorities, and persons with disabilities. We have active groups which you can tap into from day one including the Pride Network, Black Connect, Veterans, Neurodiversity, South Asian, Hispanic, Innovation lab, WE Lead (for female leaders) and Sustainability. We have a very active relationship with Big Brothers Big Sisters who we support with their work of supporting youth. You will be given in-depth training around different DE&I topics, which we believe are not only important for us, but for our clients and our candidates. Hays has a goal that by 2030 50% of our leaders globally will be female. We want to hear from you. You are welcome here.

Location: Toronto, CA

Posted Date: 4/22/2025