Job Description

Job ID: 64146

Job Category: Human Resources

Division & Section: People & Equity, Talent Acquisition

Work Location: METRO HALL

Job Type & Duration: Full-time, 12 months

Salary Range: $59,258 - $74,836

Hiring Zone: $62,679 - $67,957

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 28-Apr-2026 to 12-May-2026

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.

What you will be doing:

Your days are driven by coordination, organization, and follow‑through. You manage complex interview schedules involving executives, agencies, and candidates, balancing multiple searches at once. Whether it’s arranging virtual or onsite interviews, setting up interview packages, or coordinating logistics across partners, you ensure everything runs smoothly and professionally.

You are responsible for maintaining accurate electronic records for executive searches. From the start of each search, you create and organize digital files in shared drives to ensure all documents are stored correctly and easy to access. You keep records up to date by tracking candidates who have been contacted, maintaining current candidate status lists, and ensuring requisition information reflects real‑time progress.

You are also a key link between our organization and external search agencies. You handle the administrative coordination of meetings, gather candidate materials and documentation, and ensure everything is properly filed and available when needed. Your attention to detail helps senior leaders stay focused on decision‑making, not logistics.

Timelines matter in executive recruitment, and you understand the importance of getting it right. You track placements and displacement timelines carefully, ensuring searches move forward within required service standards and expected timeframes.

Throughout it all, you bring professionalism, discretion, and calm. You work with confidential information, communicate with senior leaders, and interact with candidates at critical moments in their careers. Being an accountable team player across team functions, you balance urgency with accuracy, with the right balance of political acuity.

This role is ideal for someone who thrives in a fast‑paced, high‑visibility environment, enjoys managing complex administrative work, and takes pride in being the behind‑the‑scenes force that makes executive hiring successful.

What you bring:

1. 1. Considerable experience in a Talent Acquisition or Executive Search supporting end‑to‑end administrative and coordination support for complex searches.
      
      
   2. Experience supporting executive/senior leadership recruitment, including scheduling high‑level interviews, coordinating logistics, and supporting multiple search processes simultaneously.
      
      
   3. Exceptional attention to detail with well‑developed skills in document management, record‑keeping, and maintaining accurate recruitment files and tracking tools.
      
      
   4. High level of professionalism, discretion, and sound judgment when handling confidential executive and candidate information.
      
      
   5. Strong customer service orientation, with the ability to communicate effectively and confidently with executive‑level stakeholders, candidates, and external partners.
      
      
   6. 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.
      
      
   7. 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.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request Learn more about the City’s Hiring Policies and Accommodation Process