Overview
Executive Assistant Jobs in Toronto, Ontario, Canada at ProxyLink
Title: Executive Assistant
Company: ProxyLink
Location: Toronto, Ontario, Canada
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.
Position Overview
Our client is seeking a highly capable Executive Assistant to provide comprehensive support to the National Executive Director. This position involves managing a broad range of sensitive, fast-moving responsibilities connected to both internal operations and external organizational initiatives.
The Executive Assistant will serve as a trusted partner to the National Executive Director, exercising excellent judgment, discretion, and professionalism at all times. The successful candidate will be a proactive, driven individual who takes initiative, anticipates needs, and consistently delivers high-quality work within tight timelines. The role demands exceptional organization, especially in calendar oversight, scheduling, and prioritization of competing commitments.
This position is ideal for someone who thrives in a collaborative office environment and takes pride in maintaining a smooth, well-coordinated executive workflow.
Core Responsibilities
- Monitor deliverables across the Leadership Team, ensuring timelines and expectations set by the National Executive Director are met
- Draft clear, professional communications for a wide range of internal and external contacts
- Provide day-to-day administrative support to the National Executive Director to ensure seamless office operations
- Manage and prioritize the National Executive Director’s calendar, including meeting coordination, travel planning, and advance preparation of materials
- Plan and support meetings, events, and conference calls, ensuring all logistics and documentation are handled efficiently
- Maintain strict confidentiality when dealing with sensitive information and organizational matters
- Prepare documents, briefing notes, reports, and presentation materials in multiple formats
- Organize and maintain digital and physical filing systems, ensuring information is secure, streamlined, and easily retrievable
- Process expenses and reconcile credit card statements accurately
- Occasionally assist with events or meetings outside regular business hours
- Perform additional administrative duties as needed to support the office and organizational priorities
Qualifications and Skills
- Post-secondary education in labour relations, employment studies, administration, or equivalent professional experience
- Exceptional written and verbal communication abilities
- Strong organizational, planning, and time-management skills
- Proven capacity to handle multiple tasks simultaneously and adapt to shifting priorities
- Impeccable attention to detail, with the ability to meet deadlines in a fast-paced environment
- Demonstrated initiative, resourcefulness, and a commitment to supporting high-level leadership
Thank you for your application. If your experience aligns with the requirements of the role, a member of our team will contact you to discuss next steps.
