REPRESENTATIVE TALENT ACQUISITION, EXECUTIVE SEARCH

City of Toronto•Toronto, ON

7d•Onsite

About The Position

We are seeking a highly organized and detail-oriented HR Representative, Executive Search to support the Talent Acquisition team within the People & Equity (P&E) Division. This role plays a critical administrative and coordination function in the delivery of executive and senior-level searches, ensuring a seamless experience for candidates, search partners, hiring leaders, and internal stakeholders. Executive recruitment requires a coordinated, detail‑driven approach. As an HR Representative, Executive Search, you support the delivery of effective and well‑run executive search processes. You coordinate key activities, manage details, and ensure a consistent, high‑quality candidate experience. Working closely with Talent Acquisition Consultants, senior leaders, and external executive search partners, you help deliver searches that strengthen the organization’s leadership capacity.

Requirements

Considerable experience in a Talent Acquisition or Executive Search supporting end‑to‑end administrative and coordination support for complex searches.
Experience supporting executive/senior leadership recruitment, including scheduling high‑level interviews, coordinating logistics, and supporting multiple search processes simultaneously.
Exceptional attention to detail with well‑developed skills in document management, record‑keeping, and maintaining accurate recruitment files and tracking tools.
High level of professionalism, discretion, and sound judgment when handling confidential executive and candidate information.
Strong customer service orientation, with the ability to communicate effectively and confidently with executive‑level stakeholders, candidates, and external partners.
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and experience working with HRIS and Applicant Tracking Systems (e.g., SAP, SuccessFactors or similar), along with virtual meeting platforms.
Demonstrated flexibility and adaptability, with the ability to respond quickly to time‑sensitive executive recruitment needs.
Commitment to equity, diversity, inclusion, and reconciliation and to supporting fair, consistent, and inclusive executive hiring practices.

Responsibilities

Manage complex interview schedules involving executives, agencies, and candidates, balancing multiple searches at once.
Arrange virtual or onsite interviews, set up interview packages, and coordinate logistics across partners.
Maintain accurate electronic records for executive searches, including creating and organizing digital files in shared drives.
Track candidates who have been contacted, maintain current candidate status lists, and ensure requisition information reflects real-time progress.
Handle the administrative coordination of meetings with external search agencies, gather candidate materials and documentation, and ensure everything is properly filed and available when needed.
Track placements and displacement timelines carefully, ensuring searches move forward within required service standards and expected timeframes.
Work with confidential information, communicate with senior leaders, and interact with candidates at critical moments in their careers.
Act as an accountable team player across team functions, balancing urgency with accuracy, with the right balance of political acuity.