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Added 41 mins ago
Assistant Manager II
Dollar Tree Stores
Toronto, ON
Full-time
We’re seeking an Assistant Store Manager to join our team to help with store operations, customer service and team development. Duties include, but are not limited to, the following:
Added 41 mins ago
Assistant Manager II
Dollar Tree Stores
Prince Albert, SK
Full-time
We’re seeking an Assistant Store Manager to join our team to help with store operations, customer service and team development. Duties include, but are not limited to, the following:
Added 1 hour ago
Program Assistant – Cancer Research Program (CRP)
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Under the supervision of the Program Manager and in close collaboration with the Program leaders and the other program assistant(s), the incumbent provides personalized administrative and…
Added 2 hours ago
Admissions Assistant (26:157) INTERNAL POSTING
Northern Lights College
Dawson Creek, BC
Full-time
The Admissions Assistant provides administrative and customer service support to applicants, prospective students, and the Admissions team throughout the admissions process. This position…
Added 2 hours ago
Administrative Assistant, Food & Beverage
MLSE (Maple Leaf Sports & Entertainment Partnership)
Toronto, ON
Part-time
As a valuable member of the Food & Beverage team, you will provide administrative and operational support across Real Sports, e11even, Hot Stove Club, Platinum Club, ScotiaClub, Quick…
Added 3 hours ago
Bilingual Operations Support & Customer Service Coordinator
GardaWorld
Moncton, NB
Full-time
if you’re looking for a role with real responsibility and impact, this opportunity is for you. As an Operations Support & Customer Service Coordinator you will play a critical role in…
Added 4 hours ago
Communications Assistant
Manufacturing Job Site
Thunder Bay, ON
Internship
Under the direct supervision of the Director – Communications & Government Relations, the Communications Assistant is responsible for supporting communications activities, events and…
Added 6 hours ago
Senior Legal Assistant
W3Global
Toronto, ON
$19 to $30 CAD / hour
Contract
We are seeking an experienced, detail-oriented, and highly motivated Senior Legal Assistant to join our team. The successful candidate will provide advanced legal and litigation support…
Added 6 hours ago
Specialist, Accessible Exam Services
Simon Fraser University
Burnaby, BC
Full-time
…legal obligation as per the Accessible British Columbia Act and GP 26 to provide reasonable accommodations to students with disabilities and an inclusive environment during the accommodated…
Added 6 hours ago
Writing Contest Program Assistant
Simon Fraser University
Burnaby, BC
Part-time
To elevate and celebrate undergraduate student writing at SFU, the Student Learning Commons hosts an annual interdisciplinary Writing Contest. The Writing Contest Program Assistant plays a…
Added 7 hours ago
Tenant Services Coordinator
HighView Partners
Toronto, ON
Full-time
Working closely with the Assistant Property Manager, Property Manager and General Manager, you will play an important role in creating an exceptional experience for the tenants who work in…
Added 7 hours ago
Sr. Executive Assistant
Viral Nation Inc.
Toronto, ON
Viral Nation is looking for an energetic, dynamic, proactive individual to join the team. The Sr. Executive Assistant will assist with day-to-day coordination, critical tasks and project…
Added 8 hours ago
Sr. Executive Assistant
Viral Nation
Toronto, ON
Full-time
Viral Nation is looking for an energetic, dynamic, proactive individual to join the team. The Sr. Executive Assistant will assist with day-to-day coordination, critical tasks and project…
Added 9 hours ago
Assistant/Branch Assistant
Richardson Wealth
Toronto, ON
Full-time
The role entails receptionist duties in a professional office setting, assist with branch administrative functions and to assist advisory team with documentation and team administration.
Added 9 hours ago
Community Manager (Temporary Full-Time)
OLD OAK PROPERTIES
London, ON
$49,000 to $53,000 CAD / year
Full-time · Temporary
Coordinate the move-in and move-out process, including scheduling required inspections (pre-vacate, vacate and move-in inspections) with the resident and the Assistant Property Manager or…
Added 9 hours ago
EXECUTIVE ASSISTANT/OFFICE ADMINISTRATOR
BST Canada Ltd
Toronto, ON
Full-time
Champagne Centre is seeking an organized and dependable Executive Assistant/Office Administrator to provide administrative support to the President while coordinating the day-to-day…
Added 9 hours ago
Front Desk Manager
Park Hyatt
Toronto, ON
Full-time
The Front Desk Manager is a property department head responsible for the Front Desk, Communications, Concierge, Bell, Door, and Valet teams. This role leads daily operations, colleague…
Added 9 hours ago
Project Assistant, TLEG (Social Work)
Mount Royal University
Calgary, AB
Full-time
The Social Work Program and MRU Library are seeking an undergraduate Student Assistant to support the development of a new Open Educational Resource (OER) for Social Work students. The OER…
Added 9 hours ago
Project Assistant, TLEG (CRJS)
Mount Royal University
Calgary, AB
Part-time
Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. A student-focused…
Added 9 hours ago
Administrative Assistant - Corporate Affairs
Hydro One Networks Inc
Toronto, ON
Manage and be responsible for the provision of administrative and support services relative to communications, project coordination and records management. Contribute towards the effective…
Added 10 hours ago
Executive Assistant
ProxyLink
Toronto, ON
$35 to $38 CAD / hour
Full-time
The Executive Assistant will provide high-level executive, administrative, and organizational support to the National Executive Director (NED), while also working closely with the National…
Added 10 hours ago
Executive Administrative Assistant
Ontario Power Generation
Oshawa, ON
Full-time
Ontario Power Generation (OPG) is looking for a dynamic, strategic and results-driven professional to join our team in the role of Executive Administrative Assistant.
Added 10 hours ago
Pharmacy Assistant (6 Month Contract)
McKesson
Mississauga, ON
Full-time
We are seeking a Pharmacy Assistant to join our team. In this role, you will support pharmacy operations through prescription processing, medication dispensing support, inventory…
Added 11 hours ago
Office Assistant
NZT Financial Solutions
Mississauga, ON
Full-time
We are seeking a proactive, organized, and client-focused Office Assistant to support the daily operations of our financial services company. This role combines administration, client…
Added 11 hours ago
Marketing Coordinator
Urbandale Corporation
Ottawa, ON
This hands-on role combines marketing coordination with design and production execution. Working closely with the Director, Sales, Marketing & Product Development, Assistant Marketing…

Closed listing

ProxyLink

Executive Assistant

Toronto, ON, Canada

Job type: Full-time
Closing date: Oct 28, 2026
Experience: 5+ years of experience as an Executive Assistant, Executive Coordinator, Senior Administrative Assistant, or in a similar senior-level support role.
Posting language: English
Posted: Sep 28, 2026

This opening has closed.

The original listing is kept below for reference.

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Original job description

Archived listing. The details below describe a past opening.

About ProxyLink

At ProxyLink, we specialize in building meaningful connections between exceptional talent and leading employers across Canada. As a trusted recruitment partner, our mission is to create impactful career matches by combining innovative hiring strategies with a personalized, people-first approach. We’re driven by the belief that investing in people today builds a stronger workforce for tomorrow.

ProxyLink is currently supporting a leading national organization in the search for an exceptional Executive Assistant to support its National Executive Director and senior leadership team.

Position Type: Temporary to Permanent

This is a temporary-to-permanent opportunity, with the initial assignment providing an opportunity to transition into a permanent position based on organizational needs, performance, and mutual fit.

The Executive Assistant will provide high-level executive, administrative, and organizational support to the National Executive Director (NED), while also working closely with the National President, National Executive, National Council, leadership team, and other internal and external stakeholders.

This is a high-impact position suited to an experienced Executive Assistant who is highly organized, discreet, proactive, and comfortable operating in a fast-paced senior leadership environment. The successful candidate will play an important role in ensuring the executive office operates smoothly, priorities are effectively managed, communications are handled professionally, and key deadlines and deliverables are met.

Major Responsibilities

Executive Support

Provide high-level executive and administrative support to the National Executive Director, ensuring the executive office operates efficiently and effectively.
Provide additional support to the National President, National Executive, National Council, and senior leadership team as required.
Manage the NED’s complex calendar, including scheduling meetings, coordinating competing priorities, arranging travel, and ensuring necessary materials are prepared in advance.
Coordinate meetings, events, conference calls, and other engagements with internal and external stakeholders.
Ensure meeting logistics, materials, technology, scheduling, and follow-up are handled professionally.
Represent the office of the National Executive Director and Chief Negotiator with professionalism, discretion, and a high degree of responsiveness.
Anticipate the NED’s needs and proactively identify upcoming priorities, deadlines, meetings, and information requirements.

Leadership & Project Coordination

Track the work of the Leadership Team, ensuring projects, priorities, and deliverables remain on schedule.
Monitor deadlines and follow up on outstanding action items and commitments.
Maintain effective tracking systems to ensure priorities are visible and completed in a timely manner.
Identify matters requiring executive attention and ensure appropriate follow-up.
Support leadership with coordinating multiple initiatives and competing priorities.

Communication & Stakeholder Management

Prepare, coordinate, and manage professional written and verbal communications on behalf of the executive office.
Draft, edit, format, and proofread correspondence, reports, presentations, briefing materials, and other executive documentation.
Ensure communications to internal and external stakeholders are accurate, timely, professional, and appropriately handled.
Liaise with senior leaders, council/board members, employees, external stakeholders, and other partners.
Exercise sound judgment and discretion when handling sensitive, confidential, or time-sensitive matters.

Confidential Information

Handle confidential and sensitive information with the highest level of discretion, integrity, and professionalism.
Prepare correspondence and documentation relating to confidential organizational matters, budgets, negotiations, governance, and leadership activities.
Maintain secure and organized electronic and paper records.
Ensure sensitive information is appropriately protected and accessible only to authorized individuals.

Financial & Administrative Support

Reconcile expense reports and monthly credit card statements.
Prepare and organize reports, presentations, spreadsheets, correspondence, and other documentation in a variety of formats.
Organize and maintain electronic and physical files to ensure information is secure, accurate, organized, and easily accessible.
Support the day-to-day administrative requirements of the executive office.
Perform other administrative and executive support duties as required.

Flexibility & Responsiveness

Occasionally support evening or weekend meetings, events, conferences, or organizational activities as required.
Be available to respond to urgent issues and time-sensitive requests requiring immediate attention.
Adapt quickly to changing priorities while maintaining accuracy and professionalism.
Manage multiple competing priorities while ensuring important deadlines and commitments are met.

Key Qualifications, Skills & Knowledge

5+ years of experience as an Executive Assistant, Executive Coordinator, Senior Administrative Assistant, or in a similar senior-level support role.
Experience supporting a senior executive, C-suite leader, president, board, council, or leadership team is considered an asset.
Post-secondary education in business administration, labour and employment relations, organizational management, or a related discipline is an asset.
Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Exceptional attention to detail and accuracy.
Demonstrated ability to manage multiple priorities and deadlines effectively.
Strong interpersonal skills and the ability to work confidently with senior-level stakeholders.
Ability to work independently, take initiative, anticipate needs, and exercise sound judgment.
Proven ability to handle confidential and sensitive information with discretion and integrity.
Highly responsive and comfortable working in a fast-paced, deadline-driven environment.
Strong meeting coordination, minute-taking, documentation, and follow-up skills.
Proficiency in preparing professional reports, presentations, correspondence, and other executive-level materials.
Ability to remain organized and composed when priorities change or urgent matters arise.
High level of professionalism, reliability, accountability, and discretion.
Ability to work collaboratively while also taking ownership of responsibilities and deliverables.

About employer

More about this job

Responsibilities

Provide high-level executive and administrative support to the National Executive Director and senior leadership, including calendar and travel coordination, meeting logistics, communications, and confidential records management. Track leadership projects, deadlines, and action items, prepare executive materials, reconcile expenses, and respond to changing priorities and urgent requests.

Requirements

Requires at least five years of experience in an executive assistant or similar senior-level support role, with experience supporting senior executives or leadership groups considered an asset. Candidates should demonstrate strong communication, organization, discretion, judgment, stakeholder management, and the ability to manage competing priorities; relevant post-secondary education is an asset.

Skills

Executive Support
Calendar Management
Meeting Coordination
Project Coordination
Deadline Tracking
Written Communication
Verbal Communication
Document Preparation
Stakeholder Management
Confidentiality
Discretion
Expense Reconciliation
Record Management
Time Management
Attention To Detail
Prioritization

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistance
Executive Office
National Executive Director
National President
National Executive
National Council
Leadership Team
Calendar Management
Travel Coordination
Meeting Logistics
Project Tracking
Action Items
Stakeholder Communications
Correspondence
Reports
Presentations
Briefing Materials
Confidential Information
Governance
Negotiations
Expense Reports
Credit Card Reconciliation
Electronic Records
Physical Records
Minute-Taking
Temporary-To-Permanent

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