Executive Assistant

About the Company

ProxyLink helps connect outstanding professionals with respected employers across Canada. The organization focuses on building strong hiring outcomes through thoughtful recruitment practices and a personalized approach centered on people and long-term impact.

Role Summary

The hiring team is looking for an experienced and highly organized Executive Assistant to support the National Executive Director. This role covers a wide range of confidential and time-sensitive responsibilities tied to both day-to-day operations and broader organizational work.

The right person will act as a dependable partner to the National Executive Director, bringing sound judgment, discretion, and a consistently professional manner. Success in this position requires someone who is proactive, able to anticipate needs, and comfortable producing high-quality work under tight deadlines. Strong calendar management, scheduling discipline, and the ability to balance competing priorities are especially important.

This opportunity is best suited to someone who works well in a team-oriented office setting and takes pride in keeping executive operations efficient, organized, and running smoothly.

Key Duties

• Track action items and deliverables across the Leadership Team to help ensure deadlines and expectations set by the National Executive Director are achieved
• Prepare polished written communications for internal stakeholders and outside contacts
• Handle daily administrative tasks that support the National Executive Director and keep office processes on track
• Coordinate an active calendar, including meetings, travel arrangements, and preparation of supporting materials in advance
• Organize meetings, events, and conference calls while managing logistics and related documentation
• Protect confidential information and handle sensitive matters with care and discretion
• Create briefing materials, reports, documents, and presentation content in different formats as needed
• Keep digital and paper filing systems organized, secure, and easy to navigate
• Record expenses and complete credit card reconciliations accurately
• Be available at times to support events or meetings outside standard working hours
• Take on additional administrative tasks based on office and organizational needs

Qualifications

The ideal candidate will have post-secondary education in labour relations, employment studies, administration, or equivalent relevant experience. Strong written and verbal communication skills are essential, along with excellent planning, organization, and time management abilities.

This role also calls for someone who can manage several priorities at once, adjust quickly when needs change, and maintain accuracy in a fast-paced environment. A proactive mindset, resourcefulness, strong attention to detail, and a genuine commitment to supporting senior leadership are all important.

Additional Information

This is a full-time onsite role in Toronto, Ontario, Canada. The schedule may occasionally require work outside normal business hours for meetings or events. No salary details, number of openings, or start date were provided.

Application Note

Only candidates whose background matches the role requirements are expected to be contacted for the next steps in the hiring process.