Executive Assistant

About Proxy Link

At Proxy Link, 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.

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.

• 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

• 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.