Administrative Assistant

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 &

• $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 within large corporate or HR environments considered an asset
• Bilingualism in French is considered an asset

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.