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Added 2 mins ago
Order Desk Coordinator, Procurement
Sports Careers
Toronto, ON
Full-time
…to all guests. You will also assist the team with variety of administration duties. Your passion and commitment to teamwork will contribute to ensuring our vision to win that is integral to…
Added 2 mins ago
Manager, Government Funding & Incentives - Danone Canada
Danone
Boucherville, QC
$72,000 to $110,000 CAD / year
Full-time
Act as the primary internal coordinator for government funding audits, reviews and compliance assessments.
Added 2 mins ago
Current Opportunities: Join Our Team!
Ontario College of Pharmacists
Toronto, ON
Full-time
…Assurance team for all activities associated with the development, administration, and continuous quality improvement of the College’s Quality Assurance program (including activities…
Added 2 mins ago
Manager, Government Funding & Incentives - Danone Canada
Danone
Boucherville, QC
$72,000 to $110,000 CAD / year
Full-time
Act as the primary internal coordinator for government funding audits, reviews and compliance assessments.
Added 2 mins ago
Accounts Payable Coordinator
METTKO
Toronto, ON · North York, ON
Full-time
METTKO is seeking an organized and detail-oriented Accounts Payable Coordinator to join our Accounting team.
Added 2 mins ago
Sales Coordinator
Evergreen
Toronto, ON
Evergreen is seeking a Sales Coordinator to join our team.
Added 2 mins ago
Supportive Housing Coordinator
Indwell
St. Thomas, ON
Position Description: Reporting to the Housing Support Team Lead, as the Supportive Housing Coordinator, you will work alongside residents who have experience with mental health and/or…
Added 2 mins ago
Coordonnateur de projet I / Project Coordinator I
First Onsite - CA
Dorval, QC
Full-time
1 à 3 ans d'expérience en administration de bureau ou en coordination de projets, de préférence dans le domaine de la construction ou de la restauration
Added 31 mins ago
Disability and Wellness Coordinator (temporary position up to two (2) years)
City of Saint John
Saint John, NB
Temporary
…successful return-to-work plans. The Disability and Wellness Coordinator will collaborate with internal and external partners to ensure compliance with applicable legislation while…
Added 31 mins ago
Technical Support Specialist
Trojan Technologies
Guelph, ON
Full-time
Partner with the Warranty Coordinator on cases requiring warranty administration, RGA processing, credits, replacements, or transactional order entry.
Added 31 mins ago
Acquisitions Coordinator
York University
Toronto, ON
Full-time
Under the direction of the manager, the Acquisitions Coordinator coordinates the operational activities supporting library acquisitions, including acquisition order processing, electronic…
Added 31 mins ago
Senior Manager Enterprise Performance FP&A
Couche-Tard
Laval, QC
Internship
Cross-Functional Orchestration: Act as the central coordinator across FP&A, D&A, and Strategy teams, managing inputs, resolving challenges, and securing sign-offs to ensure alignment of…
Added 46 mins ago
Clinic & MVA/WSIB Claims Coordinator
Axis Therapy & Performance
Toronto, ON · Scarborough, ON
$52,000 to $63,000 CAD / year
Full-time
Second, you own MVA & WSIB claims administration across our entire network. Every motor vehicle accident claim & every WSIB claim across all 7 clinics runs through you. Claim setup, HCAI…
Added 47 mins ago
Receptionist / Office Coordinator
High Tide
Calgary, AB
Full-time
We’re looking for a friendly, professional, and highly organized Receptionist/Office Coordinator to join us. This is a great opportunity for someone who enjoys variety, thrives in a…
Added 47 mins ago
Project Coordinator
Urban Systems
Kelowna, BC
Our Kelowna branch is looking to add an enthusiastic Project Coordinator to our team. We are looking for someone who is keen to learn and engage in a range of activities that support…
Added 59 mins ago
Clinical Research Coordinator - Nurse
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Investigational drug administration (PO, SC, IV)+ Instruct Participant on self-administration of Investigational product when applicable (10%),
Added 59 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
Evening Concierge - Casual
Optima Living
Victoria, BC
Reporting to the General Manager or Administration Manager, the Evening Concierge is responsible for creating a warm, professional, and secure first point of contact for residents,…
Added 1 hour ago
Plumbing Coordinator
Right Time Group of Companies
Oakville, ON
We are looking for a highly organized and detail-oriented Plumbing Coordinator to manage and coordinate many aspects of our Plumbing department
Added 1 hour ago
Logistics Coordinator
J.D. Irving, Limited
Saint John, NB
Full-time
Education – College Diploma or Bachelor of Business Administration, Supply Chain Management, Logistics, or a related field
Added 1 hour ago
Project Coordinator
Farmboy Fine Arts
Vancouver, BC
Full-time
Reporting to the Senior Manager of Delivery, the Project Coordinator is a highly organized, administratively focused, and detail-oriented team member responsible for record keeping,…
Added 1 hour ago
HR & Recruiting Coordinator
exagens
Montreal, QC
Full-time
Exagens is looking for a Human Resource Coordinator to join our team in our Montreal Old Port office.. The Human Resource Coordinator is responsible for various functions of the Human…
Added 1 hour ago
Resident & Family Experience Coordinator
Sienna Senior Living
Mississauga, ON
Full-time
Resident & Family Experience Coordinator - Temporary Full Time
Added 1 hour ago
Service and Program Staff - Ticket Staff - Lively Ski Hill
City of Greater Sudbury
Sudbury, ON · Greater Sudbury, ON
Internship
Reporting to the Assistant Manager of Arenas and/or Co-ordinator of Events and Administration or the Recreation Coordinator and under the day-to-day direction of the Arena Maintenanceperson…
Added 1 hour ago
Procurement Coordinator (Term)
Keyano College
Fort McMurray, AB
Contract
Keyano's Financial Services Department is currently seeking a Procurement Coordinator (Term) to join their dynamic team. The Procurement Coordinator provides public procurement services and…

ProxyLink

Executive Assistant

Toronto, ON, Canada

Pay: $35 to $38 CAD / hour
Job type: Full-time
Apply by: Oct 30, 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 30, 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 administrative and executive support to the National Executive Director and senior leadership, including calendar and travel management, meeting coordination, communications, and preparation of executive materials. Track leadership priorities and deliverables, manage confidential records and information, reconcile expenses, and respond flexibly to urgent or changing needs.

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, judgment, discretion, stakeholder management, and the ability to manage competing priorities; related post-secondary education is an asset.

Skills

Executive Support
Calendar Management
Meeting Coordination
Travel Coordination
Project Coordination
Deadline Tracking
Written Communication
Verbal Communication
Document Preparation
Stakeholder Management
Confidentiality
Discretion
Time Management
Attention To Detail
Expense Reconciliation
Minute-Taking

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistance
Executive Office
Calendar Management
Travel Arrangements
Meeting Logistics
Conference Calls
Leadership Team
Project Tracking
Action Items
Stakeholder Relations
Correspondence
Reports
Presentations
Briefing Materials
Minute-Taking
Confidential Information
Records Management
Expense Reports
Credit Card Reconciliation
Governance
Negotiations
Administrative Support
Deadline Management
Senior Leadership

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