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Added 5 hours ago
2nd Class Chief Power Plant Engineer (70309725)
Jobbe
Wolfville, NS
Full-time
Manage employee relations matters including attendance, training, performance management, procedural compliance, and first-stage grievances.
Added 5 hours ago
Labour Relations Assistant
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
Part-time
The Scheduling department is currently seeking a Permanent Part-Time Labour Relations Assistant to join their team.
Added 13 hours ago
Front Desk Manager
Park Hyatt
Toronto, ON
Full-time
Work with the Director of Rooms to develop the department budget and control labour and operating expenses.
Added 13 hours ago
Administrative Assistant - Corporate Affairs
Hydro One Networks Inc
Toronto, ON
…and submissions, including reports, forms, memos, including labour relations and other information to be processed. Compose routine and non-routine correspondence for supervisor's…
Added 13 hours ago
Executive Assistant
ProxyLink
Toronto, ON
$35 to $38 CAD / hour
Full-time
Post-secondary education in business administration, labour and employment relations, organizational management, or a related discipline is an asset.
Added 16 hours ago
Labour Relations Assistant
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
Part-time
The Scheduling department is currently seeking a Permanent Part-Time Labour Relations Assistant to join their team.
Added 1 day ago
Labour Relations Assistant
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
Part-time
The Scheduling department is currently seeking a Permanent Part-Time Labour Relations Assistant to join their team.
Added 1 day ago
Executive Assistant
Independent Electricity System Operator
Canada
Route documents for signature and approval (e.g. contracts; agreements, reports; directives; policies; instructions; budgets; personnel and labour relations matters)
Added 1 day ago
Reservations Manager (Maternity Coverage)
AccorHotel
Banff, AB
Contract
…region, including Reservations Agents, Coordinators and the Assistant Reservations Manager, ensuring consistent service, productivity and operational…
Added 1 day ago
Assistant dbar Manager
Four Seasons Hotels and Resorts
Toronto, ON · Four Seasons Toronto
Full-time
Are you ready to take the next big step in your culinary career? Four Seasons Hotel Toronto is seeking an Assistant d|bar Manager who shares our passion for exceeding guest expectations and…
Added 2 days ago
Office Manager
Construction Labour Relations Association of BC
New Westminster, BC
Full-time
The Construction Labour Relations Association of BC (CLR) was established in 1969 with the objective of bringing labour relations stability and security to contractors in BC's unionized…
Added 2 days ago
Summer Camp Manager, YMCA Camp Elphinstone
YMCA BC
Gibsons, BC
Full-time
Directly supervise, providing leadership, guidance and performance management to two Assistant Summer Camp Managers.
Added 2 days ago
Labour & Litigation Legal Assistant
MLT Aikins LLP
Bratt's Lake No. 129, SK
Full-time
Job Title: Labour & Litigation Legal Assistant
Added 2 days ago
Litigation Legal Assistant
Mathews Dinsdale & Clark LLP
Vancouver, BC
Full-time
A highly regarded national boutique law firm specializing in Labour & Employment law is seeking an experienced Legal Assistant to support senior partners in our Vancouver office. This is an…
Added 2 days ago
Assistant Supervisor Track Maintenance-CA
CN
Peace River, AB
Full-time
Experience in labour relations (i.e., interpretation of collective agreements, response to grievances, negotiations with union representatives, discipline, etc.)*
Added 2 days ago
Assistant to the Associate Deans
British Columbia Institute of Technology
Burnaby, BC
$59,214 to $64,490 CAD / year
Full-time
…professional manner including student, human resources and labour relations issues and ensures proper policy and protocol has been followed prior to the ADs’…
Added 2 days ago
Human Resources Assistant, Labour Relations
Queensway Carleton Hospital
Ottawa, ON
Temporary
Under the direction of the Manager, Labour Relations/HRBP, the HR Assistant- Labour Relations supports the human resources department by handling duties including but not limited to…
Added 3 days ago
Administrative Assistant
Hydro One Networks Inc
Toronto, ON
…and submissions, including reports, forms, memos, including labour relations and other information to be processed. Compose routine and non-routine correspondence for supervisor's…
Added 3 days ago
ADMINISTRATIVE ASSISTANT 1
City of Toronto
Toronto, ON
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of…
Added 4 days ago
Temporary Full-Time Educational Assistant
Peace Wapiti Public School Division
Sexsmith, AB
Full-time
…addressed to Kellie Lewis, Director of Human Resources and Labour Relations at or by phone at (780)…
Added 4 days ago
Assistant Supervisor Track Maintenance-CA
CN
Prince George, BC
Full-time
Experience in labour relations (i.e., interpretation of collective agreements, response to grievances, negotiations with union representatives, discipline, etc.)*
Added 5 days ago
Assistant Director of People & Culture (Contract)
Four Seasons Hotels and Resorts
Toronto, ON · Four Seasons Toronto
Full-time
…day‑to‑day operations of the People & Culture department. The Assistant Director of People & Culture is a true driver of the employee experience. As an essential member of the People &…
Added 5 days ago
Supervisor Track Maintenance
CN
Smithers, BC
Full-time
Experience in labour relations (e.g., interpretation of collective agreements, response to grievances, negotiations with union representatives, discipline, etc.)*
Added 5 days ago
Supervisor Track Maintenance-CA
CN
Valemount, BC
Full-time
Experience in labour relations (e.g., interpretation of collective agreements, response to grievances, negotiations with union representatives, discipline, etc.)*
Added 5 days ago
Assistant Supervisor Track Maintenance-CA
CN
Camrose, AB
Full-time
Experience in labour relations (i.e., interpretation of collective agreements, response to grievances, negotiations with union representatives, discipline, etc.)*

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.

Apply About employer

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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