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Added 1 hour 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
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 1 hour 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 1 hour 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 1 hour 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 1 hour 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 1 hour 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 2 hours ago
Industry Partnership & Employer Engagement Coordinator
Jobbe
Antigonish, NS
Full-time
Position Title: Industry Partnerships & Employer Engagement Coordinator
Added 4 hours ago
Bilingual Operations Support & Customer Service Coordinator
GardaWorld
Moncton, NB
Full-time
Ready to suit up as a Operations Support & Customer Service Coordinator
Added 5 hours ago
Administrative Assistant (Academic Office)
Braemar College
Toronto, ON
Contract
Reporting directly to the Academic Coordinator, and Principal this role provides administrative support to the Academic Department and Front Desk operations. The successful candidate will…
Added 6 hours ago
Logistic Coordinator
PPG
Mississauga, ON
Full-time
As a Logistics Coordinator, you will play a key role in ensuring the efficient flow of products and information throughout the supply chain. This position is responsible for coordinating…
Added 7 hours ago
QAQC Project Coordinator
Thyssen Mining
ON
Full-time
Strong Microsoft Office and document management system skills.
Added 7 hours ago
Projects Documentation Coordinator
Envent
Calgary, AB
Full-time
The Project Documentation Coordinator owns the administration of project documents for Envent’s Canadian projects. The role keeps document registers, approval records, transmittals, and…
Added 7 hours ago
Service Coordinator, Technical Services HVAC
BGIS
Ottawa, ON
Full-time
Experience using business, scheduling, document management, service management, or CRM applications to support service delivery, reporting, and data integrity.
Added 7 hours ago
Civil Project Coordinator - Underground Infrastructure
Firma Contracting Inc.
Edmonton, AB
Full-time
Firma Contracting is seeking a Project Coordinator to support the delivery of underground infrastructure and municipal construction projects in Edmonton and surrounding areas.
Added 8 hours ago
Logistics Coordinator
ATCO Group
Langley (District), BC · Langley, BC
Full-time
The Logistics Coordinator is responsible for full coordinator of the logistics strategy for the scope of the project. The successful candidate will be integral to executing ATCO’s proven…
Added 8 hours ago
Billing & Client Support Coordinator
McGovern Hurley LLP
Toronto, ON · North York, ON
$45,000 to $60,000 CAD / year
Full-time
McGovern Hurley’s next Billing & Client Support Coordinator will play a key role in supporting the administration, billing, and reporting needs of our Audit Advisory Group (AAG) with…
Added 8 hours ago
Document Controller
Insight Global
AB · Edmonton, AB
$30 to $50 CAD / hour
Contract
Insight Global is looking for a Records Management / Turnover Coordinator to support a large power generation organization with a document management and records transition initiative. This…
Added 8 hours ago
Project Coordinator
Pagnotta Inc.
AB
Full-time
The Project Coordinator will work closely with Project Managers and Site Superintendents in the day-to-day coordination of commercial, mixed-use, and multi-family construction projects to…
Added 9 hours ago
Logistics Coordinator
ATCO Structures
Langley (District), BC · Langley, BC
Full-time
The Logistics Coordinator is responsible for full coordinator of the logistics strategy for the scope of the project. The successful candidate will be integral to executing ATCO’s proven…
Added 9 hours ago
Senior Design Coordinator (Construction)
PACT
ON · Mississauga, Ontario
Ensure design information is properly managed within project document management systems.
Added 10 hours ago
Content and Marketing Coordinator
Hotel Arts Group
Calgary, AB
Full-time
The Content and Marketing Coordinator is responsible for developing engaging visual and written content, managing social media platforms, and supporting digital and partnership marketing…
Added 10 hours ago
Educational Technology Coordinator - Digital Learning - PNRK
Humber College
Toronto, ON
Internship
The Educational Technology Coordinator serves as a senior resource for complex educational technology inquiries, providing advanced support and advice on tools within the Learning…
Added 10 hours ago
Handover/Turnover Coordinator - Jansen
Cementation Americas
Alvena, SK
Full-time
The Handover/Turnover Coordinator, is responsible for coordinating project handover and turnover activities from construction completion through final acceptance by the Client. The…
Added 10 hours ago
Customer Success Coordinator / Coordonnateur ou coordonnatrice, succès client
Fundica
Montreal, QC
Full-time
Act as the day-to-day contact for clients, build trust, learn their needs, and document what you hear

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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