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.
