+1 (416) 923-4397
Hiring an executive assistant is one of the most important staffing decisions a Toronto employer can make. The right person does far more than manage calendars and emails. They protect an executive’s time, keep priorities on track, and help the whole office operate more efficiently.
As more organizations ask employees to be in the office more often—such as RBC’s shift to four days a week, reported in this Reuters article—leaders are leaning heavily on in-person support. As expectations rise, the quality of your executive assistant hire matters more than ever.
Start with a clear, honest role definition
Strong hires start with clarity. Before you speak with candidates or contact a recruitment agency in Toronto, define what your executive truly needs. Consider calendar complexity, the pace of change, how much email and communication support is required, and whether there is regular board work, travel, or project coordination. Decide how confidential the work is and what decision-making authority you expect the assistant to exercise.
You should also be clear about where and how the role operates. Many Toronto employers now use structured hybrid schedules with fixed in-office days. Your executive assistant must feel comfortable working on site, handling real-time requests, and coordinating face-to-face meetings. A realistic, detailed role description will attract candidates who understand the expectations and are ready for that environment.
Why executive assistant recruitment needs specialization
Executive assistant recruitment is different from hiring for general administrative roles. At this level, you are not simply filling a support position. You are selecting someone who will act as an extension of your leadership and often as a gatekeeper to senior decision-makers.
Working with a partner that focuses on Executive Assistant Recruitment helps avoid costly misalignment. A specialized recruiter understands the level of discretion, judgment, and emotional intelligence these roles demand. They know how to screen for personality fit and working style, and they recognize the difference between a capable administrator and a true executive-level assistant. This means you spend less time reviewing unsuitable applications and more time speaking with candidates who can handle the pace and responsibility of the role.
The skills that set exceptional executive assistants apart
The best executive assistants in Toronto are proactive, organized, and calm under pressure. They anticipate needs instead of waiting for instructions. When they see a busy week coming, they adjust the calendar, build in preparation time, and flag conflicts early. This anticipatory mindset turns basic support into a genuine partnership.
They also bring business awareness. A strong assistant understands how the organization is structured, which projects matter most, and who the key stakeholders are. That context helps them protect the executive’s time and maintain momentum on priorities. Communication is another core strength. Executive assistants interact with staff, clients, and senior leaders every day, so they must write clearly, speak professionally, and adjust their tone to the situation. Comfort with technology—calendar tools, project platforms, CRM systems, and video conferencing—is now a standard requirement, not a bonus.
Interviewing and assessing candidates
A résumé only tells part of the story. Your interview process should reveal how a candidate thinks, prioritizes, and responds under pressure. Scenario-based questions work well: ask how they would manage double-booked meetings, handle a scheduling error that affects a client, or support an executive during a demanding quarter.
It is also helpful to ask candidates to walk through a typical day in their last role and explain how they handled competing requests. For additional structure, consider TDS Personnel’s blog on questions to ask administrative candidates. It outlines interview questions that help employers better understand how candidates think and communicate.
Understanding the Toronto talent market
Executive support talent in Toronto remains in high demand, particularly in finance, real estate, professional services, and technology. As work patterns and productivity expectations continue to shift, employers rely on experienced support staff to keep operations coordinated.
Statistics Canada’s September 2025 Labour Force Survey shows higher unemployment in Ontario and Toronto alongside rising overqualification among educated workers, particularly in business and administrative roles—creating a deep, competitive talent pool for executive assistant positions.
Because experienced executive assistants often receive multiple offers, employers benefit from a clear and timely hiring process. Well-defined roles, transparent expectations, and a professional candidate experience all contribute to a successful hire. A trusted recruitment partner that knows the Toronto market can help you move quickly without sacrificing careful evaluation.
How the right executive assistant lifts the organization
When the role is defined clearly and the hiring process is handled thoughtfully, the right executive assistant has an outsized impact. Executives gain back hours of focused time each week. Meetings start on time, follow-up improves, and communication across teams becomes smoother. Over time, this leads to better execution on strategic priorities and a calmer, more organized workplace.
Partnering with TDS Personnel
Hiring an executive assistant in Toronto is a high-stakes decision that deserves careful attention. It calls for a clear role definition, a thoughtful assessment process, and an informed view of the local talent market. TDS Personnel combines deep experience in executive support placements with a long track record as a trusted recruitment agency in Toronto. If you are preparing for your next executive assistant search or want guidance on shaping the role, our team can help you identify the right talent and make a confident, long-term hire.
