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Added 7 mins ago
Business Operations & Growth Coordinator- Ottawa- Hybrid
Serco
Canada
Full-time
Serco Canada is seeking a highly organized and proactive Business Operations & Growth Coordinator to support the Managing Director and senior leadership team.
Added 1 hour ago
Senior Manager Process Re-Engineering
RBC
Toronto, ON
Full-time
As the Senior Manager, Process Re-engineering, in Operations Process Engineering (OPE), you will report to the Director Operations Process Re-Engineering Practice & Optimization and play a…
Added 1 hour ago
Manager, Organizational Development & Engagement
Volkswagen AG
Ajax, ON
The Manager, Organizational Development & Engagement reports into the Senior Director, Human Resources and is responsible for the strategic design, development, facilitation,…
Added 1 hour ago
Director, Corporate Services
Canadian College of Health Leaders - Northwestern Ontario Chapter
Owen Sound, ON
Full-time
Added 1 hour ago
Co-ops & Local Economies Program Manager
Vancity
Vancouver, BC
Full-time
This is a Full-time, Permanent role based at our Vancity head office and will report directly to the Director, Co-Ops and Local Economy. While this position provides a hybrid work…
Added 1 hour ago
Financial Inclusion Program Manager
Vancity
Vancouver, BC
Full-time
This is a Full-time, Permanent role based at our Vancity head office and will report directly to the Director, Co-Ops and Local Economy. While this position provides a hybrid work…
Added 2 hours ago
Manager, Organizational Development & Engagement
Volkswagen Group Canada Inc.
Ajax, ON
Full-time
The Manager, Organizational Development & Engagement reports into the Senior Director, Human Resources and is responsible for the strategic design, development, facilitation,…
Added 2 hours ago
Technical Project Coordinator - Surrey Langley Skytrain (SLS)
Transportation Investment Corporation
Surrey, BC
$66,000 to $91,000 CAD / year
Full-time
…team and to facilitate the day-to-day work of the Technical Director, Technical Manager and Project…
Added 2 hours ago
Sales Representative
Hussmann
Cambridge, ON
Full-time
…products/services and customer/ account profiles. You will report to the Director, Canada Sales and…
Added 2 hours ago
Director Corporate Communications
Transportation Investment Corporation
Vancouver, BC
$123,000 to $169,000 CAD / year
Full-time
This role provides enterprise leadership for strategic communications, issues management, government and stakeholder relations. The position serves as the organization's central authority…
Added 2 hours ago
Principal Test Specialist, Electrical
Babcock Canada Inc.
Victoria, BC
Full-time
Oversee a Test Director and direct multi-disciplinary employees during the testing of submarine systems and equipment.
Added 2 hours ago
Senior Director Finance
HRXconnect
Toronto, ON · Greater Toronto Area, Canada
Full-time
Senior Director, Finance Help build Canada's next global success story.
Added 2 hours ago
Senior Manager, Process Optimization, Accelerate the Close (ATC) - Finance
Scotiabank
Toronto, ON
Reporting to the Director, Head of Business Solutions & Transformation, the Senior Manager, Process Optimization supports the ATC Team with successful delivery of the Accelerate the Close…
Added 2 hours ago
Planned Giving Manager
World Renew
Remote, Canada
Full-time · Remote
Bachelor’s degree is required in sales, marketing, communications or another related field.
Added 2 hours ago
Director, Preconstruction West - Canem
Canem Systems Ltd.
Calgary, AB
Full-time
…trade services, including electrical, mechanical, data, and…
Added 2 hours ago
Business Operations and Contracts Coordinator
Zynga
Toronto, ON
$62,000 to $82,000 CAD / year
…Provide operational and administrative support to the program director of the Contract & Vendor Management team. This will…
Added 2 hours ago
Health Care Aide - Part Time
Optima Living
Medicine Hat, AB
Part-time
Reporting to the Director of Care, working under the leadership of a Registered Nurse or Licensed Practical Nurse, the Heath Care Aide assists residents with all activities of daily living…
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Relationship Manager, Regional Markets - Grande Prairie
ATB Financial
Grande Prairie, AB
Full-time
Reporting to the Director, the Relationship Manager (RM) works with a team of ATB Business associates and partners and is responsible for increasing and retaining business based on annual…
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Manager, Integrated Marketing & Creative Services (Temporary)
Sheridan College
Oakville, ON
Temporary
Reporting to the Director, Marketing & Brand Strategy, the Manager, Integrated Marketing & Creative Services provides strategic leadership for Sheridan's integrated marketing portfolio.…
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Compliance & Enforcement Officer – Enforcement Investigations
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Provides information to BCER communications contac
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Development Coordinator or Director
L'Arche Canada Inc.
London, ON
Full-time
…oversight and reporting, managing donor stewardship, creating communications, managing public relations, and performing community outreach. The Development Coordinator reports to the…
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Associate Director, Business Risk Management - Toronto, ON
Scotiabank
Toronto, ON
Strong written and verbal communications and inter-personal skills
Added 2 hours ago
Director, Global Strategy - Enterprise Planning
ARC'TERYX
North Vancouver, BC
Full-time
As the Director of Global Enterprise Planning on the Strategy team, you architect the planning system that connects Arc’teryx’s long-term strategy to annual priorities, resource allocation,…
Added 2 hours ago
HR Coordinator
Vita Community Liv Serv
Toronto, ON
$55,689.48 to $60,313.49 CAD / year
Full-time
Events and Communication: Help coordinate staff engagement activities, performance review schedules and assisting with HR communications.
Added 2 hours ago
Enrolment Services Advisor
University of British Columbia
Vancouver, BC · UBCV | Brock Hall (BRCK)
$7,158.42 to $10,292.25 CAD / month
Full-time
The ESA reports to the Associate Director, Enrolment Services. The ESA works closely with AESAs, other ESAs and academic and student affairs professionals at the University, including other…

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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