Executive Assistant, HR & Operations (Non-Unionized)

Job Description  

Executive Assistant, HR & Operations (Non-Unionized) 

Position Summary 

The Executive & HR Administrative Support role provides high-level administrative and operational support to the HR Manager while also supporting executive-level functions as required. This position plays a key role in supporting building operations and organizational administration, ensuring the smooth coordination of facilities, resources, and day-to-day operational needs. 

Operating with a high degree of professionalism, discretion, and confidentiality, the incumbent contributes to the effective delivery of human resources services, executive priorities, and overall organizational efficiency. 

This is a non-unionized position with direct oversight from the HR Manager. 

Key Responsibilities 

Human Resources Support 

Provide administrative support to the HR Manager across a range of HR functions including recruitment, onboarding, and employee relations. 
Assist with job postings, interview scheduling, candidate communication, and onboarding activities. 
Maintain employee records and HR documentation in compliance with organizational policies and privacy legislation. 
Support the preparation of HR reports, metrics, and documentation for internal and external use. 
Assist in policy development, formatting, updates, and distribution. 
Coordinate training sessions, staff meetings, and HR-related events. 
Respond to general HR inquiries and direct complex matters to appropriate personnel. 

Administrative Coordination  

Maintain organized filing systems (electronic and paper) for HR and executive documentation. 
Support procurement and administrative processes, including ordering supplies and managing invoices where required. 
Develop and improve administrative processes to enhance efficiency and effectiveness. 
Provide administrative program support across the organization as required.

Facilities & Operations Support 

Provide administrative and coordination support for facilities in alignment with and under the direction of the HR Manager, ensuring the safe, efficient, and effective operation of the workplace environment. 
Assist with building operations and administrative coordination, including liaising with landlords, service providers, and maintenance vendors. 
Support day-to-day operational needs such as space coordination, office setup, and logistical arrangements. 
Help monitor and track building-related service requests and ensure timely follow-up. 
Maintain records related to facilities, service contracts, and operational documentation. 
Support health and safety administrative requirements as needed. 
Develop and maintain asset tracking systems for organizational equipment and resources. 
Maintain and regularly update a comprehensive IT inventory list, including hardware, software, and assigned users. 
Triage incoming IT requests, gather relevant details, and submit tickets to external/internal IT support providers. 
Track and monitor IT service tickets, ensuring timely resolution and identifying recurring issues or trends. 
Triage incoming IT requests and submit tickets. 

Executive Support 

Provide confidential administrative support to senior leadership, prioritizing the Executive Director and HR Manager, including scheduling, calendar management, and logistics coordination, with additional support to other leaders as required. 
Prepare, format, and edit reports, presentations, correspondence, and briefing notes. 
Coordinate executive meetings, including agenda preparation, minute-taking, and follow-up on action items. 
Prepare and coordinate Board meeting materials, including compiling and distributing Board packages in advance of meetings. 
Prepare and record accurate, confidential meeting minutes for leadership and Board meetings as required. 
Manage sensitive information with a high level of discretion and professionalism. 
Support project coordination and tracking of strategic initiatives led by leadership. 
Act as a liaison between executive leadership and internal/external stakeholders. 

Compensation and Terms 

This is a full-time temporary contract position based on 35 hours per week. 
Typical hours of work are Monday to Friday, 8:30 a.m. to 4:30 p.m. 
The annualized salary is $55,000 - $60,000 (approximately $30.21 - $32.96 per hour). 
The initial term is 6 months, with the possibility of extension based on organizational needs and performance. 

Qualifications 

Education & Experience 

Minimum of a college diploma in Business Administration, Office Administration, or a related field; An equivalent combination of education and experience may also be considered. 
Minimum 3–5 years of experience in an administrative support role, preferably supporting senior leadership and/or HR functions. 
Experience in a non-profit or healthcare environment is considered an asset. 

Valid "G" Drivers License with access to a reliable vehicle.

Ability to provide a satisfactory Police Record Check

Skills & Competencies 

Strong organizational and time management skills with the ability to manage multiple priorities. 
Exceptional attention to detail and accuracy. 
High level of discretion and ability to handle confidential information. 
Excellent written and verbal communication skills. 
Strong minute-taking and documentation skills, particularly for senior leadership and Board environments. 
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
Ability to work independently and collaboratively in a team environment. 
Strong problem-solving skills and sound judgment. 
Adaptability and ability to thrive in a dynamic environment. 

Working Conditions 

Office-based role with occasional flexibility depending on organizational needs. 
Regular interaction with staff, leadership, Board members, and external stakeholders. 
May require occasional extended hours to support executive priorities, Board meetings, or HR deadlines. 

Reporting Structure 

Directly reports to the HR Manager. 
Provides administrative support to executive leadership and Board functions as required. 

Employment Status 

Non-unionized position. 

Core Competencies 

Confidentiality and Integrity 
Professionalism 
Communication Excellence 
Organizational Effectiveness 
Initiative and Accountability 

Disclaimer 

This job description is intended to outline the general responsibilities and qualifications for the position. It is not an exhaustive list of all duties, responsibilities, or skills required. Duties may be adjusted based on organizational needs.