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Added 6 mins ago
Material Handler - Mechanical Assembly (Nights)
Powell
Acheson, AB
Full-time
…typically available and will be considered only where supported by business needs and applicable legal…
Added 21 mins ago
Analyste, planification des effectifs
belairdirect
St. John's, NL · Greater St. John's Metropolitan Area
Full-time
In this role, you’ll help ensure the right people are in the right place at the right time by monitoring operations, analyzing workforce data and supporting informed staffing and scheduling…
Added 21 mins ago
Salesforce Technical Lead (Montreal, Hybrid)
Capgemini
Toronto, ON
$120,000 to $135,000 CAD / year
Full-time
Capgemini is an AI-powered global business and technology transformation partner, delivering tangible business value. We imagine the future of organizations and make it real with AI,…
Added 21 mins ago
Analyst, Workforce Management
belairdirect
St. John's, NL · Greater St. John's Metropolitan Area
Full-time
Our employees are at the heart of everything we do. Together, we help people, businesses, and society prosper in good times and be resilient in bad times.
Added 21 mins ago
Salesforce Technical Lead (Toronto, Hybrid)
Capgemini
Toronto, ON
$120,000 to $135,000 USD / year
Full-time
Capgemini is an AI-powered global business and technology transformation partner, delivering tangible business value. We imagine the future of organizations and make it real with AI,…
Added 21 mins ago
Senior Architecte IA/ML | Senior AI/ML Architect, Services professionnels pour le secteur public | Public Sector Professional Services
Amazon Web Services (AWS)
Montreal, QC
Full-time
…research and application of ML for decades. We are looking for people who can leverage their machine learning and Generative AI expertise to solve various business problems for our…
Added 21 mins ago
Small Business Relationship Manager VP
Associated Bank
Richmond, BC
Full-time
As a Small Business Banking Relationship Manager, you'll build and grow relationships with business clients while helping them achieve their financial goals. You'll manage a portfolio of…
Added 21 mins ago
Intermediate Hydrogeologist
WSP
Toronto, ON · Etobicoke, ON
You want Purpose. Growth. Opportunity. People who get it.
Added 21 mins ago
Senior Hydrogeologist
WSP
Toronto, ON · Etobicoke, ON
You want Purpose. Growth. Opportunity. People who get it.
Added 21 mins ago
Assistant Store Manager - Sales & Service, Full Time, Toronto - Pottery Barn Kids and Teen
Williams-Sonoma
Toronto, ON
Full-time
…corporate values that guide our actions and decisions are our People First culture, customers, quality, shareholders, integrity, and corporate…
Added 21 mins ago
Retail Assistant Store Manager– Chinook Centre
YETI
Calgary, AB · CAN - Calgary Store
Up to $29.77 CAD / hour
Full-time
…passion for building strong teams that are inspired to achieve business and personal goals to drive…
Added 21 mins ago
Canada Mining Practice Lead
HDR
Toronto, ON · Vancouver, BC
Full-time
…efficient, advanced infrastructure and environmental stewardship. We partner with clients across industries to responsibly optimize processes, modernize facilities and solve complex…
Added 36 mins ago
Talent Acquisition Business Partner- 12 Month Contract
Coca-Cola Canada Bottling Limited
Brampton, ON
Contract
Reporting to the Senior Talent Acquisition Business Partner, the Talent Acquisition Business Partner (TABP) will partner with business leaders to build Talent Acquisition (TA) programs and…
Added 36 mins ago
Principal Technical Consultant, Permitting Specialist
ERM
Saskatoon, SK · Smithers, BC · Vancouver, BC · Calgary, AB
$117,800 to $147,300 CAD / year
Full-time
…sustainable development, and deliver meaningful environmental and business…
Added 36 mins ago
SOC Development Engineer
Solidigm
Vancouver, BC
Full-time
Join a multibillion-dollar global company that brings together amazing technology, people, and operational scale to become a powerhouse in the memory industry. Headquartered in Rancho…
Added 36 mins ago
Sr. Customer Success Manager
Assent
Toronto, ON · Ottawa, Ontario
$100,000 to $130,000 CAD / year
Full-time
Assent empowers manufacturers and distributors with the intelligence to build sustainable products, meet global compliance requirements and drive better business outcomes.
Added 36 mins ago
Sr. Customer Success Manager
Assent
Ottawa, ON
$100,000 to $130,000 CAD / year
Full-time
Assent empowers manufacturers and distributors with the intelligence to build sustainable products, meet global compliance requirements and drive better business outcomes.
Added 51 mins ago
Client Services Manager
Acosta
Matheson, ON
Full-time
Build and maintain strong client relationships while serving as a trusted business partner.
Added 1 hour ago
Senior Human Resources Business Partner
Jones Healthcare Group
Brampton, ON
$80,000 to $100,000 CAD / year
Full-time
As a Senior Human Resources Business Partner, you’ll lead the people strategy for our Packaging Services & Thermoforming business units and serve as a trusted member of the site leadership…
Added 1 hour ago
Senior Manager, Video Production
St. Joseph Communications
Toronto, ON
$80,000 to $90,000 CAD / year
…Life, Maclean's, Chatelaine, FASHION, HELLO! Canada, Canadian Business and our broader…
Added 1 hour ago
Senior Relationship Manager (Banking & Custody)
The Citco Group Limited
Toronto, ON
Full-time
You will be developing new business relationships and enhancing the profitability of the existing customer base.
Added 1 hour ago
Director, B2B and Commercial Platforms, Canada
Couche-Tard
Laval, QC
Full-time
…across fuel, car wash, High-Speed Diesel (HSD), and adjacent business opportunities. By connecting national strategy, Business Unit execution, partner management, and customer-facing…
Added 1 hour ago
Channel Sales HVAC Specialist
Schneider Electric
Toronto, ON
$102,850 to $145,200 CAD / year
Full-time
Partner with internal teams to support specification efforts and market adoption.
Added 1 hour ago
Business Development Representative - Homebuilder
Schneider Electric
Calgary, AB
$102,850 to $145,200 CAD / year
Full-time
…experiences. Schneider Electric is seeking a growth-oriented business development professional to help drive the adoption of connected home and energy solutions across Canada's leading home…
Added 1 hour ago
Associate Director, Legal Services - Construction
Oxford Properties Group
Toronto, ON
Full-time
The Associate Director, Legal Services will be a key legal partner to the Oxford real estate team in Toronto, and a key member of an engaged, high-reaching team - part of a world-class,…

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

Applications open in a new tab.

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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