(Temporary) Executive Assistant

Position Details

• Salary: $38.92/hour
• Hours: 35 hours per week
• Start Date: September 2026
• Employment Type: Full-time
• Contract Type: Temporary
• Engagement Type: Temporary
• Department: Library Services

The team at the Pickering Public Library are collaborators and innovators. We embrace change, diversity and inclusion. We understand “the why” behind what we do, and we put library clients first. Our hope is that when anyone visits the Pickering Public Library, whether in person or online, they don’t just walk through a door. Instead, they step into a space that offers everyone possibility, reveals potential, and provides community for all.

The Pickering Public Library has an 18-month temporary opening for a reliable and hardworking non-permanent Executive Assistant.

Summary

The (Temporary) Executive Assistant, Office of the CEO/Director of Public Libraries provides confidential senior level administrative support to Library Leadership and the Library Board. The role enhances the efficiency and responsiveness of the Leadership Team by coordinating administrative procedures, research, and analysis functions. Additional responsibilities include confidential administrative support to Human Resources and Support Services departments.

Duties and Responsibilities

• Provides administrative support to the CEO and Senior Leadership, and to the Library Board. Administrative support to other members of the Leadership Team is provided less regularly, on an as needed basis.
• Conducts research, compiles data, prepares, summarizes reports and other informational documents for review by the Senior Leadership Team.
• Compiles and prepares various routine reports and composes and drafts correspondence and presentations to support business requirements.
• Supports the tracking and updating of policy documents, along with other related communication processes.
• Provides administrative support on various committees, projects, and task groups, as requested by the CEO and Senior Leadership.
• Prepares agendas and packages for meetings, including Library Board meetings; acts as the recording secretary, and takes and distributes minutes.
• Manages and organizes senior leadership’s schedules by arranging meetings and other appointments.
• Arranges and coordinates logistics (location planning, set-up, catering) for internal meetings planned/held for the CEO, Senior Leadership, and PPL Board.
• Greets visitors, answers telephone, responds to enquiries and complaints, and initiates action where appropriate to resolve issues.
• Prepares and submits expenses for Senior Leadership and the Board.
• Supports travel arrangements for the Leadership Team.
• Enters biweekly attendance for Leadership Team.
• Generates and reviews biweekly payroll report, troubleshooting any discrepancies before providing to Director for final review and approval.
• Maintains payroll schedule and provides updates and clarification on payroll deadlines and concerns.
• Prepares administrative payroll adjustments.
• Acts as main contact between Payroll Department and PPL Leadership Team and staff.
• Generates payroll-related reports and calculations when required.
• Supports grant administration through proper coordination with appropriate staff, application processes, follow-ups, tracking of documentation, and final submission.
• Responsible for handling inquiries, donation documentation, including monthly reports to Finance department, charitable receipts, and letters for donors.
• Downloads reports from donation portal and forwards to City Finance department.
• Assists in preparation of current and capital budgets.
• As a back up to the Administrative Services Assistant, creates Purchase Requests, processes invoices for payment, and other SAP documentation.
• Supports submitting Capital Asset changes (purchases and disposals) to the City as items are acquired or discarded. Prepares auction documentation.
• Provides relevant monthly reports of G/L accounts to Leadership Team from SAP.
• Assists in the preparations of grant applications by coordinating, obtaining signatures, entering responses, and ensuring applications are submitted prior to deadlines.
• Supports SAP financial platform with activities to maintain accurate information and processes.
• Supports HRIS (SAP Success Factors) platform with activities to maintain accurate information and processes.
• Maintains attendance, vacation, and sick time records for all permanent staff.

Pickering Public Library is committed to inclusive, accessible, and barrier-free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. We encourage and welcome applications from qualified applicants including members of racialized groups, Indigenous Peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

Please let us know if you require an accommodation and we will work with you to ensure a barrier-free hiring process. For further information about Accessibility at Pickering Public Library, visit https://pickeringlibrary.ca/faq/job-opportunities/.