Bilingual Executive Assistant
Job in
Toronto, Ontario, M5A, Canada
Listing for:
Hays
Contract
position
Listed on 2026-02-17
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Business Administration, Virtual Assistant/ Remote Admin, Executive Admin/ Personal Assistant
Job Description & How to Apply Below
Your newpany
Hays Specialist Recruitment has partnered with a largepany 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.
Your new role
Serve as the primary liaison for the Director, engaging with staff, stakeholders, suppliers, applicants, members, and the public.Manage iingmunications 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 high‑quality correspondence, reports, presentations, and confidential materials.Oversee the Director’s 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, amodations, conference registrations, and related logistics for the Director, including preparing expense claims in accordance with policies.Track documents requiring sign‑off, monitor deadlines, and follow up on outstanding items.Identify and resolve administrative issues, rmending 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 rmendations.Request additional documentation when needed.Prepare correspondence related to positive declarations and ensure cases arepleted accurately and promptly.Work collaboratively with Executive and Administrative Assistants to ensure consistent procedures, adequate coverage, and cross‑training 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 timelypletion of departmental deliverables.Assist internal stakeholders in improving customer experience initiatives led by the Director.Track performance reviewpletion 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.What you'll need to succeed
Strong verbal and writtenmunication skills in both French and English.Post‑secondary education required.3–5 years of administrative or executive support experience.Proficiency with Microsoft Teams, SharePoint, and Microsoft Office applications.Demonstrated ability to collaborate effectively, problem‑solve, 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.What you'll get in return
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