Job Title

PLEASE READ:This is a 6 month contract with potential for extensionSuccessful candidate must be available ASAPThis position is fully in Toronto officeSuccessful candidate must have 5 years experience supporting multiple C-Suite executivesRate is up to $27.00 per hourMust be fluent French and EnglishYour new companyHays Specialist Recruitment has partnered with a large company located in Toronto, ON. We are looking to hire a Administrative Assistant to join their team on a contract basis of 6 months, which has the possibility of extension/ permanent.ResponsibilitiesServe as the primary liaison for the Director, engaging with staff, stakeholders, suppliers, applicants, members, and the public.Manage incoming communications on behalf of the Director, including monitoring and responding to messages in the departmental inbox.Maintain departmental and administrative documentation, correspondence, and electronic filing systems.Prepare highquality correspondence, reports, presentations, and confidential materials.Oversee the Directors calendar, prioritizing meetings, anticipating needs, resolving scheduling conflicts, and ensuring the Director is fully briefed for all engagements.Track and record attendance requests for the department.Coordinate meetings by preparing agendas, distributing materials, arranging logistics, booking rooms or virtual platforms, organizing hospitality, setting up equipment, taking minutes, and following up on action items.Schedule departmental meetings and activities for the Membership Services leadership team.Organize events and information sessions for applicants, including logistics, materials, and room or platform bookings.Arrange travel, accommodations, conference registrations, and related logistics for the Director, including preparing expense claims in accordance with policies.Track documents requiring signoff, monitor deadlines, and follow up on outstanding items.Identify and resolve administrative issues, recommending improvements to enhance workflow and office efficiency.Monitor departmental expenses, including expense claims and professional development fund requests.Support budget preparation and quarterly expense reviews.Coordinate the timely processing of documentation, agreements, contracts, and other legal materials.Summarize positive declaration statements and supporting materials for tracking.Review submissions, identify required next steps, and document recommendations.Request additional documentation when needed.Prepare correspondence related to positive declarations and ensure cases are completed accurately and promptly.Work collaboratively with Executive and Administrative Assistants to ensure consistent procedures, adequate coverage, and crosstraining across the team.Coordinate orientation sessions, training activities, team meetings, and departmental events.Partner with Executive Assistants and administrative colleagues across the organization to support efficient service delivery and process optimization.Collaborate with the Senior Leadership Team to support timely completion of departmental deliverables.Assist internal stakeholders in improving customer experience initiatives led by the Director.Track performance review completion for departmental staff and notify managers of outstanding items.Act as a resource and point of contact for internal departments, following up on inquiries and project status updates.Qualifications, Skills & ExperienceStrong verbal and written communication skills in both French and English.Postsecondary education required.35 years of administrative or executive support experience.Proficiency with Microsoft Teams, SharePoint, and Microsoft Office applications.Demonstrated ability to collaborate effectively, problemsolve, and work as part of a team.Exceptional accuracy and attention to detail in preparing correspondence and reports.Strong organizational skills with the ability to manage multiple priorities and deadlines.AI may be used to screen, assess or select applicants for this position.