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Added 2 hours ago
Client Implementation & Service, Assistant Vice President
State Street
Toronto, ON
Full-time
…Development teams leveraging strong technical risk management, project management, and communication/people…
Added 2 hours ago
Board Governance Specialist
Ontario Teachers' Pension Plan
Toronto, ON
Full-time
Reporting to the Assistant Corporate Secretary, the Board Governance Specialist will assist in managing the operations and administration of Board and Committee meetings, and board…
Added 2 hours ago
Financial Controller
ServiceMaster Restore of Fraser Valley
Abbotsford, BC
Full-time
…closely with executive leadership, department managers, and Project Managers to provide meaningful financial information, improve operational efficiencies, manage costs, and support the…
Added 3 hours ago
Assistant Vice President, Marketing Automation & Analytics
Morningstar
Toronto, ON
Full-time
…corporate and sovereign entities, financial institutions, and project and structured finance transactions globally. Rating more than 4,500 issuers and 68,000 securities, Morningstar DBRS is…
Added 3 hours ago
Development Manager
Impact Recruitment
Vancouver, BC · Greater Vancouver Metropolitan Area
Full-time
Prepare and maintain project pro formas, feasibility studies, budgets, cash-flow projections, and financial reporting in collaboration with senior leadership and finance teams.
Added 3 hours ago
Board Governance Specialist
Ontario Teachers' Pension Plan
Toronto, ON
Full-time
Reporting to the Assistant Corporate Secretary, the Board Governance Specialist will assist in managing the operations and administration of Board and Committee meetings, and board…
Added 3 hours ago
Controller
Vaco
Hamilton, ON
$120,000 to $140,000 CAD / year
Full-time
High-visibility leadership role reporting directly to the VP, Finance & Treasury.
Added 3 hours ago
Paralegal, Contracts
Propak
Airdrie, AB
Full-time
Liaise with internal departments including Operations, Procurement, Finance, Human Resources, and Project Management.
Added 4 hours ago
Lead Architect, FP&A
McKesson
Mississauga, ON
Full-time
McKesson is seeking a Lead Architect, FP&A to help shape enterprise-scale finance technology solutions that support business transformation, planning, analytics, and operational excellence.…
Added 4 hours ago
Principal M&A Analyst Enterprise Applications
McKesson
Mississauga, ON
Full-time
Added 4 hours ago
Executive Assistant
ProxyLink
Toronto, ON
Full-time
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.
Added 4 hours ago
Executive Assistant
Reitmans (Canada) Ltée/Ltd
Montreal, QC
Full-time
…experiences. We're looking for a proactive, highly organized Executive Assistant to support our EVP, Chief People & Corporate Affairs Officer and VP, Human Resources. This is more than…
Added 4 hours ago
Executive Assistant- Clients and Markets
KPMG Canada
Montreal, QC
Full-time
We are looking for a reliable and detail-oriented Executive Assistant in our Montreal office with strong technical abilities to join our team. The ideal candidate will provide…
Added 5 hours ago
Admin Assistant PI, MAP Centre for Urban Health Solutions
St. Michael's Hospital
Toronto, ON
Temporary
Dr. Monchalin is seeking a part-time Administrative Assistant. The Administrative Assistant will provide overall administrative and organizational support to the Principal Investigator and…
Added 5 hours ago
Property Manager
W3Global
London, ON
$65,000 to $75,000 USD / year
Full-time
Property management office administration including managing, giving direction and delegating to the Assistant Property Manager.
Added 6 hours ago
Applications Support Analyst - Assistant Vice President
Citi
Mississauga, ON
Full-time
…and training of new recruits. Significant impact in terms of project size, geography, etc. by influencing decisions through advice, counsel and/or facilitating services to others in area of…
Added 6 hours ago
Assistant Vice-President, Technology Lead, Health
Sun Life Québec
Montreal, QC
Full-time
Lead a transformational technology organization powering health and benefits experiences for millions. As the Assistant Vice-President (AVP), Technology Lead, you will own one of Sun Life…
Added 6 hours ago
Senior Finance Executive
Anodyne Chemistries
Vancouver, BC · Greater Vancouver Metropolitan Area
Full-time
This is the senior-most finance seat at Anodyne. You will own our capital strategy end to end - how we raise capital, how we structure it and where we deploy it - across equity,…
Added 6 hours ago
Assistant Controller, Qualico Properties
Qualico Developments Canada Ltd.
Edmonton, AB
Full-time
Reporting to the Controller, The Assistant Controller - Qualico Properties you are responsible to provide financial and accounting services, advice and expertise within their region,…
Added 7 hours ago
Assistant Controller, Qualico Properties
Qualico Properties
AB · Edmonton, AB
Full-time
Reporting to the Controller, The Assistant Controller - Qualico Properties you are responsible to provide financial and accounting services, advice and expertise within their region,…
Added 7 hours ago
SaaS Onboarding -Systems Engineer & Automation - AVP
State Street
Toronto, ON
Full-time
…staff position responsible for managing and supporting as an Assistant Vice President (AVP) of Systems & Automation, the candidate will work as conduit within our financial technology…
Added 8 hours ago
Assistant to the Associate Deans
British Columbia Institute of Technology
Burnaby, BC
$59,214 to $64,490 CAD / year
Full-time
Collects all yearly faculty, assistant instructor, technical staff, and support staff vacation requests for the ADs’ approval and ensures they are signed off by the employee and AD prior to…
Added 10 hours ago
Assistant Director and Assistant Treasurer - Finance Department
Ville de Westmount • City of Westmount
Montreal, QC · Greater Montreal Metropolitan Area
$104,193 to $157,894 CAD / year
Full-time
Reporting to the Finance Director and Treasurer, the incumbent is responsible for the planning, management, control, and coordination of all the city’s accounting, financial, and budgetary…
Added 10 hours ago
Executive Assistant to Chief Executive Officer
Boost
Port Hope, ON
Contract
Manja Horner is looking for an Executive Assistant who can make her work as the CEO more focused, prepared, and effective across two growing businesses. Through your work, you’re supporting…
Added 12 hours ago
Assistant Vice-President, Technology Lead, Health
Sun Life
Toronto, ON · Waterloo, ON · Montreal, QC · Halifax, NS · NB · AB · BC · Sun Life Waterloo King
Full-time
Lead a transformational technology organization powering health and benefits experiences for millions. As the Assistant Vice-President (AVP), Technology Lead, you will own one of Sun Life…

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.

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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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