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Added 13 mins ago
Coordonnateur Des Opérations MRO/ MRO Operations Coordinator
Aston Carter
Dorval, QC
Full-time
Job Title: MRO Operations Coordinator Job Description
Added 13 mins ago
Program Coordinator - Odette Cancer Centre/ Regional Cancer Program - Regular Full-Time - 2026-18117 (2026-18117)
Sunnybrook
Toronto, ON
Full-time
The Program Coordinator provides coordination, administrative, reporting, and analytical support to the Toronto Central North Regional Cancer Program (TCNRCP) and serves as the primary…
Added 13 mins ago
Legal Administrative Coordinator - Legal Services - Regular Full-Time 2026-18615 (2026-18615)
Sunnybrook
Toronto, ON
Full-time
Reporting to the Chief Legal and Compliance Officer and General Counsel (“CLO”), the Legal Administrative Coordinator (“Coordinator”) will provide advanced administrative and operational…
Added 13 mins ago
Workforce Optimization Coordinator - Project SHIFT - Temporary Full-Time - 2026-18684 (2026-18684)
Sunnybrook
Toronto, ON
Full-time
Works in a team environment and collaborates with multiple stakeholders to ensure alignment between software training and operational goals.
Added 13 mins ago
Research Coordinator (SRI) - Evaluative Clinical Sciences - Regular Full-Time 2026-18762 (2026-18762)
Sunnybrook
Toronto, ON
Full-time
…clinical research within a high-volume orthopaedic academic environment. The successful candidate will play an important role in supporting research projects designed to improve outcomes…
Added 29 mins ago
Program Attendant
Recreation Manitoba
Selkirk, MB
Full-time
Under the direction of the Program Coordinator, the Program Attendant will provide assistance in the delivery and supervision of recreational programing, facility upkeep and front-line…
Added 29 mins ago
Program Coordinator
Recreation Manitoba
Selkirk, MB
Full-time
The City of Selkirk is currently in search of a Program Coordinator to join our team. Under the general
Added 29 mins ago
TECHNICAL INTEGRATION & CONVERSION COORDINATOR - RIS / PACS
Chrome Technologies
Montreal, QC
Full-time
We are looking for a Digital Health-IT Cutover Coordinator to join our team of consultants in our Montreal office on a permanent basis.
Added 1 hour ago
Facilities Project Coordinator
OT DEVELOPMENTS
Dartmouth, NS
Full-time
…environments? OT Developments is looking for a Facilities Project Coordinator to join our dynamic team. As a Facilities Project Coordinator, you will play a pivotal role in managing our…
Added 2 hours ago
Administrative Coordinator (Divisional Planning, Coordination & Support Services)
WorkSafeBC
Richmond, BC
Full-time
…completion? We’re looking for an experienced Administrative Coordinator to assist and support our Director, Divisional Planning, Coordination & Support Services at WorkSafeBC in our…
Added 3 hours ago
Airworthiness Coordinator
Actalent
Fort Erie, ON
Contract
…regulation, and safety within a highly technical aerospace…
Added 3 hours ago
Coordonnateur·trice, Achats // Buying Coordinator
SSENSE
Montreal, QC
Full-time
The Buying Coordinator provides essential support to Buyers and Assistant Buyers within a dynamic and fast-paced retail environment. The primary responsibility of this role is to ensure the…
Added 4 hours 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 4 hours ago
Coordonnateur Avion / Aircraft Coordinator (Quart fin de semaine)
Airbus Aircraft
Montreal, QC
Full-time
The A220 Commercial Aircraft Program is seeking an Aircraft Coordinator to join our Method Support team based in Mirabel (Quebec, Canada).
Added 4 hours ago
Agent Méthode pièce avion / Method Aircraft parts
Airbus Aircraft
Montreal, QC
Full-time
Added 5 hours ago
Retail Customer Service Coordinator Full Time Winners - Dorval Crossing Oakville
TJX Canada – Winners, Marshalls, HomeSense
Oakville, ON
Full-time
We’re looking for a Retail Store Coordinator to join our team in a welcoming environment. In this role, you’ll lead and inspire to deliver outstanding customer experiences. If you thrive in…
Added 5 hours ago
Retail Processing Merchandise Coordinator Full Time Winners - Cloverdale Mall
TJX Canada – Winners, Marshalls, HomeSense
Toronto, ON · Etobicoke, ON
Full-time
We’re looking for a Retail Store Coordinator to join our team in a welcoming environment. In this role, you’ll lead and inspire to deliver outstanding customer experiences. If you thrive in…
Added 6 hours ago
Health, Safety & Environment Advisor
Black & McDonald Limited
Pickering, ON
Full-time
The Health, Safety, Environment Advisor is responsible for the implementation, administration and maintenance of the Black & McDonald Health, Safety/Environment programs within the Region.…
Added 6 hours 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 6 hours ago
Health, Safety & Environment Advisor
Black & McDonald Limited
Bowmanville, ON
Full-time
The Health, Safety, Environment Advisor is responsible for the implementation, administration and maintenance of the Black & McDonald Health, Safety/Environment programs within the Region.…
Added 6 hours ago
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Work Experience: Minimum of two years of clinical research experience in an academic environment and/or a clinical research organization is required. Experience working with underserved…
Added 6 hours ago
Logistics Coordinator
MERE HR & Consulting
Mississauga, ON
$60,000 to $70,000 CAD / year
Full-time
The Logistics Coordinator will play a key role in managing day-to-day brokerage operations, coordinating shipments, securing carrier capacity, and providing competitive pricing in a…
Added 6 hours ago
Industry Partnership & Employer Engagement Coordinator
Jobbe
Antigonish, NS
Full-time
Position Title: Industry Partnerships & Employer Engagement Coordinator
Added 6 hours ago
Spare Parts Coordinator
Husky Technologies
Bolton, ON
Full-time
…what we do and the experience that comes from working in an environment that demands constant transformation and…
Added 6 hours ago
Stewardship Coordinator
Health Sciences North
Sudbury, ON
Reporting to the Senior Stewardship Officer, the Stewardship Coordinator is a key member of the Major Gifts, Planned Giving and Donor Stewardship team. The role supports HSN Foundation’s…

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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