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Added 21 mins ago
Product Marketing Manager
AppHelp by AppDirect
Montreal, QC
Full-time
…Working alongside two other product marketing managers and a director of product management, you contribute the Business Unit perspective to cross-functional planning discussions and make…
Added 21 mins ago
Psychologist, Neonatal Follow Up Program (NFUP) - BC Women’s Hospital + Health Centre
Sanya’k̓ula
Vancouver, BC
Part-time
…interdisciplinary team provide cognitive, developmental and adaptive information that is integrated in to the team assessment to support understanding the long term outcomes of premature…
Added 1 hour ago
Project Coordinator, Value Management and Delivery Office, Innovation and Delivery (T & I) (Telework/Hybrid)
CBC/Radio-Canada
Toronto, ON · Montreal, QC
Full-time
Technology & Infrastructure (T&I) is the backbone and the future-forward arm of CBC/Radio-Canada. Our purpose is to constantly innovate to evolve and maintain the Corporation’s technology…
Added 1 hour ago
Senior Advisor, Strategic Change and Transformation Engagement (T & I) (Telework/Hybrid)
CBC/Radio-Canada
Toronto, ON · Montreal, QC
Full-time
Reporting to the Director of the Operational Excellence Office within Technology & Infrastructure (T&I), you will join the team leading the Daily Content initiative in Innovation &…
Added 1 hour ago
Capital Markets Manager
Canadian Solar Inc.
Kitchener, ON
Full-time
Reports To: Solid reports to the Managing Director/Head of Capital Markets - Dotted Line reports to the President of CS Powertech and VP of Strategy and Innovation.
Added 1 hour ago
Senior Manager, Cloud Security Engineering
Scotiabank
Toronto, ON
Broad understanding of Information Security and Technology domains with focus on the Financial Industry will be an asset.
Added 3 hours ago
Assistant Director of Finance and Accounting
Delta Hotels and Resorts®
Moncton, NB
Full-time
Leverages technology and effectively uses information systems and tools to generate financial reports and provide managers with analytical support to drive decision-making.
Added 3 hours ago
Associate Director
S M Software Solutions Inc
Toronto, ON
Full-time
We are looking for an experienced Associate Director, Data Lifecycle Automation to join the CM Technology (QTS) Data and Architecture Strategy team at RBC Capital Markets. This role offers…
Added 3 hours ago
Associate Director
S M Software Solutions Inc
Toronto, ON
Full-time
We are looking for an experienced Associate Director, Data Lifecycle Automation to join the CM Technology (QTS) Data and Architecture Strategy team at RBC Capital Markets. This role offers…
Added 3 hours ago
Associate Director
S M Software Solutions Inc
Toronto, ON
Full-time
We are looking for an experienced Associate Director, Data Lifecycle Automation to join the CM Technology (QTS) Data and Architecture Strategy team at RBC Capital Markets. This role offers…
Added 3 hours ago
Director, People & Culture
Microserve
AB · Alberta, Canada
Full-time
Microserve is looking for a Director, People & Culture to ensure our people, leaders, and teams have the support, programs, and practices they need to do great work and grow with the…
Added 3 hours ago
Senior Consultant, Technical - SR&ED
Ryan
AB · Winnipeg, MB · Toronto, ON · Ottawa, ON · Mississauga, ON · Montreal, QC · Regina, SK · Saskatoon, SK · Vancouver, BC · Halifax, NS · Calgary, AB
Full-time
…and claiming SR&ED tax credits and then assisting the SR&ED Director in defending those credits when necessary in the context of a review by the Canada Revenue Agency (CRA). The work is…
Added 3 hours ago
Manager, Scientific Research and Experimental Development
Ryan
AB · Winnipeg, MB · Toronto, ON · Ottawa, ON · Mississauga, ON · Montreal, QC · Regina, SK · Saskatoon, SK · Vancouver, BC · Halifax, NS · Calgary, AB
Full-time
…and claiming SR&ED tax credits and then assisting the SR&ED Director in defending those credits when necessary in the context of a review by the Canada Revenue Agency (CRA). The work is…
Added 4 hours ago
Project Manager, Capture and Optimization of Research Data (CORD) Platform
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
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Added 5 hours ago
Operations Director
GoodWork.ca
Lillooet, BC
Full-time
The Operations Director is the first point of contact for staff and turns our strategy into work plans, procedures and daily practice. You will oversee human resources, supervise staff…
Added 5 hours ago
Patient Care Coordinator
Fraser Health Authority
White Rock, BC
$49.2 to $67.08 CAD / hour
Part-time
…management according to best practice; disseminates clinical information to nursing/nursing support staff and other members of the clinical…
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Director, Canada Chief Compliance Officer
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Toronto, ON · CAN - Ontario - Toronto - Corp - University Ave
Full-time
The Director, Compliance establishes overall compliance strategy with significant organizational impact, spending significant time influencing executive decisions. This role serves as…
Added 6 hours ago
Sales Associate (Bilingual Preferred)
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Program Manager – Senior - RQ00805
S M Software Solutions Inc
Toronto, ON
Full-time
…experience managing electronic health-related projects, healthcare technology implementations, stakeholder relationships, governance structures, budgets, risks, and program strategy, with…
Added 6 hours ago
Program Manager – Senior - RQ00805
S M Software Solutions Inc
Toronto, ON
Full-time
…experience managing electronic health-related projects, healthcare technology implementations, stakeholder relationships, governance structures, budgets, risks, and program strategy, with…
Added 6 hours ago
Program Manager – Senior - RQ00805
S M Software Solutions Inc
Toronto, ON
Full-time
…experience managing electronic health-related projects, healthcare technology implementations, stakeholder relationships, governance structures, budgets, risks, and program strategy, with…
Added 6 hours ago
Senior Advisor, Strategic Change and Transformation Engagement (T & I) (Telework/Hybrid)
Radio-Canada
Montreal, QC
Full-time
Reporting to the Director of the Operational Excellence Office within Technology & Infrastructure (T&I), you will join the team leading the Daily Content initiative in Innovation &…
Added 6 hours ago
Architecte de solutions infra/stockage IBM
CGI
Montreal, QC
Full-time
Reporting to the Director, Technology Infrastructure and Shared Services, the successful candidate will analyze business requirements and guide the evolution of technology solutions, with a…

ProxyLink

Executive Assistant

Toronto, ON, Canada

Job type: Full-time
Apply by: 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

Apply About employer

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Original job description

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.

Apply 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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