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Added 28 mins ago
Clinical Research Coordinator – Nurse - CIM - Phase 1 Oncology
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Under the supervision of the Manager of Oncology Research, Centre for Innovative Medicine (CIM), the Clinical Research Coordinator - Nurse is responsible for supporting the successful…
Added 28 mins ago
Clinical Research Coordinator – Endometriosis Research Program
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Contract
…incumbent is responsible for the scientific and operational management of the program’s portfolio of studies, from ethics submission and study registration through recruitment, data…
Added 28 mins ago
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Under the supervision of Dr. Lucy Gilbert, the clinical research coordinator is responsible to conduct clinic interventions following protocols, procedures and internal SOPs.
Added 28 mins ago
Clinical Research Coordinator - Nurse
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Contract
…Centre for Innovative Medicine (CIM), the Clinical Research Coordinator - Nurse is responsible for supporting the successful conduct of clinical research studies. The incumbent will…
Added 28 mins ago
Clinical Research Coordinator – Ethics & Regulatory Affairs
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
…HIV, HBV, HCV, STIs, and liver diseases. The Clinical Research Coordinator – Ethics & Regulatory Affairs will complete the below listed tasks at the Chronic Viral Illness Service of the…
Added 28 mins ago
Clinical Research Coordinator - Nurse
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
…and more specifically ulcerative colitis and Crohn’s disease. Document and data management is a really essential part of this position. The incumbent will work closely with research team,…
Added 28 mins ago
Tremplin Program Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
…to the Tremplin Manager and the Principal Investigator, the Coordinator will contribute to the coordination, facilitation, evaluation, and continuous improvement of Tremplin activities in…
Added 1 hour ago
Technology Officer
Saskatchewan Indian Institute of Technologies (SIIT)
Saskatoon, SK
Full-time
With the Coordinator, help organize the purchase, asset management, stock control, and safe disposal of equipment and consumables
Added 1 hour ago
Insurance Claims Coordinator
FirstService Residential Canada
Vancouver, BC
Full-time
We are looking for a Claims Coordinator to join our Insurance and Risk Management department. Reporting to the Director, Client Risk Management, the Claims Coordinator is a dynamic…
Added 2 hours ago
Major Incident Management Specialist - Express Scripts Canada
The Cigna Group
Mississauga, ON
Full-time
The Major Incident Management Specialist serves as the central coordinator during critical, high-severity technology incidents. This role leads cross-functional technical teams, manages…
Added 3 hours ago
Vehicle Inspections and Lot Coordinator
EBlock Inc.
Ottawa, ON
$20 to $23 CAD / hour
Full-time
The Vehicle Inspections and Lot Coordinator is a hands-on position that works both indoors (computer work/communicating with customers) and outdoors (moving, cleaning, and inspecting…
Added 4 hours ago
Vehicle Inspections and Lot Coordinator
EBlock
Ottawa, ON
$20 to $23 CAD / hour
Full-time
The Vehicle Inspections and Lot Coordinator is a hands-on position that works both indoors (computer work/communicating with customers) and outdoors (moving, cleaning, and inspecting…
Added 4 hours ago
Receptionist
The Salvation Army in Canada
Calgary, AB
Part-time
May support the Program Coordinator with opening mail and processing out-going mail; receives parcel(s) and distributes to the appropriate person(s).
Added 4 hours ago
Admissions Coordinator FT
Edgewood Health Network Inc
Carters Point, NB
$46,000 to $52,000 CAD / year
Full-time
Reporting to the Admissions Team Lead, the Admissions Coordinator is the primary on-site admissions resource and coordinates the admission process for prospective clients from initial…
Added 4 hours ago
Guardians Care Specialist FT - East
Edgewood Health Network Inc
Toronto, ON · Head of Jeddore, NS
$60,000 to $70,000 CAD / year
Full-time
A successful Guardians Care Specialist is a relationship-focused professional who serves as the primary coordinator for an assigned caseload, ensuring clients, referents, and internal teams…
Added 4 hours ago
Guardians Care Specialist FT - West
Edgewood Health Network Inc
Toronto, ON · Nanaimo, BC
$60,000 to $70,000 CAD / year
Full-time
A successful Guardians Care Specialist is a relationship-focused professional who serves as the primary coordinator for an assigned caseload, ensuring clients, referents, and internal teams…
Added 4 hours ago
Major Incident Management Specialist - Express Scripts Canada
Cigna Healthcare
Mississauga, ON
Full-time
The Major Incident Management Specialist serves as the central coordinator during critical, high-severity technology incidents. This role leads cross-functional technical teams, manages…
Added 5 hours ago
Inventory Coordinator
Crown Technical Systems
ON · Ontario, Canada
Full-time
To support our extraordinary teams who build great products and contribute to our growth, we’re looking to add a/an Inventory Coordinator in USA Ontario, Ca.
Added 5 hours ago
(CAN) Manager, Facility Services
Walmart Canada
Winnipeg, MB
Full-time
…progress inspecting completed assignments creating punch lists to document discrepancies ensuring completion of projects and assignments and verifying and approving material requisitions…
Added 5 hours ago
Electrical Project Coordinator Co-op - Winter 2027 (8-12 Month Term)
Modern Niagara
Ottawa, ON
Full-time
The Electrical Project Coordinator Co-op supports the successful delivery of electrical construction projects by assisting Project Managers, Site Superintendents, and project teams with…
Added 5 hours ago
Stakeholder Engagement Coordinator
Acciona
ON · CAN - Eglinton Crosstown West
Full-time
The Stakeholder Engagement Coordinator is responsible for providing coordination, administrative, communications and issues-tracking support to the Stakeholder Engagement Lead and broader…
Added 6 hours ago
Junior Settlements Data Analyst
Nexus Energy
Toronto, ON
Contract
Understanding of North American power markets, including ISO/RTO market operations, is considered an asset. Strong database development and data management skills.
Added 6 hours ago
Property/Lease Administrator
Narland
Vancouver, BC
Full-time
The successful candidate will have an interest in a career in commercial real estate, and specifically property management. They will work well in a fast-paced environment and be able to…
Added 6 hours ago
Technical Project Coordinator - Surrey Langley Skytrain (SLS)
Transportation Investment Corporation
Surrey, BC
$66,000 to $91,000 CAD / year
Full-time
Document management within the technical team.
Added 6 hours ago
Piping, Structural, & Vessel Designers (Jr. Level)
Propak
Airdrie, AB
Full-time
…drawings. This position interfaces with the respective drafting coordinator or technical lead as well as the respective project engineer and provides progress updates to the respective…

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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