Executive Assistant/Project Coordinator, Permanent Full time

Position Details

• Job Category: Community and Social Services
• Requisition Number: EXECU001498
• Status: Permanent Full time
• Start Date: ASAP
• Hours: 35 hours/week
• Salary: $39.94 - $47.54 per hour
• Location: Brockville, ON
• Posting Date: September 21, 2026
• Work Location: On-site

Position Summary

The Executive Assistant/Project Coordinator is responsible for providing professional and efficient executive services to the assigned Divisional Directors. The position will also undertake coordination of meetings, projects and reporting for the assigned Divisions. Adaptable with a keen ability to prioritize, the Executive Assistant/Project Coordinator will also indirectly report to and support management staff within the assigned Divisions. Assistance and support may be provided to Directors of other Divisions as requested or required.

Qualifications

Education, Certification and Licenses

• Minimum two years post-secondary education in Office Administration or related field, or combination of education and experience.

Experience

• Minimum four years’ experience in an office environment at an executive level
• Municipal, public sector and unionized environment experience an asset.

Knowledge, Skills, Abilities & Competencies

• Proficient in Microsoft Office Suite and relevant technologies within the Corporation.
• Possess excellent interpersonal, oral and written communication skills being able to effectively communicate with a range of internal and external stakeholders.
• Strong customer service orientation.
• Proven organizational and time management skills with the ability to meet specific deadlines.
• Proven ability to consistently maintain high quality standards.
• Meticulous attention to detail and a strong degree of accuracy/reliability.
• Possess a sound knowledge of municipal and office procedures.
• Working knowledge of records management and TOMRMS.
• Self-motivated, able to take initiative particularly when confronted with ambiguity and high degree of change; thrive on learning new things (ex. processes, systems, concepts, ideas, topics).
• Ability to take on leadership roles as required to lead special projects as assigned.
• Ability to manage a heavy workload, undertake multiple tasks, set priorities, meet deadlines and adapt effectively and efficiently to a varied and dynamic workload.
• Possess excellent problem-solving and decision-making skills.
• Ability to work independently (with minimal supervision) within a team-delivered organizational model.
• Possess and maintain a comprehensive knowledge of community agencies/organizations/ partners which interface with the assigned Divisions.
• Ability to demonstrate sensitivity and responsiveness to the needs of the community.
• Ability to work flexible hours including evenings/weekends to support the needs of the divisions.
• Ability to travel to locations within the geographical area of Leeds and Grenville to take minutes at meetings and/or to attend/coordinate special events as requested/required.
• The possession and maintenance of a valid driver’s license and access to a vehicle is required.
• Highly developed keyboarding skills with experience in recording meetings utilizing a lap top computer, and completing detailed and accurate minutes.
• Demonstrated ability to respect and maintain confidentiality is essential for this position.

Summary of Position Responsibilities

Activity 1 Executive Services (approximately 20%)

• Provide professional and efficient executive services to the Directors, and more broadly to the senior managerial team within the respective Divisions.
• Provide professional services to other Directors within the Counties in the context of executive services and project management as requested/required.
• Compose/answer, prepare and ensure a professional presentation of various business correspondence (e.g. letters, memos, notices, flow charts, etc.) on behalf of the Directors, as well as prepare correspondence from written notes, verbal direction and/or from knowledge of divisional policies and procedures.
• Manage details and correspondence in a confidential and professional manner, as well as establish and maintain various confidential files and records.
• Draft/develop/update and/or review agreements, leases, etc. seeking legal counsel as required. Track renewal and end dates to ensure no lapse.
• Receive and screen telephone calls and visitors/clients. Resolve conflict situations with the public, aiding with inquiries and assist the public in a tactful and composed manner.
• Arrange travel/hotel/meeting arrangements for senior management staff as requested.
• Maintain an excellent knowledge of office procedures to carry out a full range of executive support duties.

Activity 2 Project Coordination (20%)

• Undertake special assignments/projects including, but not limited to, draft development and process oversight for tenders, service agreements and procurement on behalf of the Directors and Divisions assigned, as requested/required.
• Research and prepare background material and documentation for senior leadership, as requested.
• In collaboration with the Clerk’s office, assist with records management and organize, implement and maintain an active filing system for divisional records in accordance with the corporate records management system for electronic/paper documents.
• As initial contact for insurance matters, and under the direction of the Director, Corporate Services, coordinate the Counties’ insurance and risk management program including receiving, reporting and tracking claims, maintaining accurate insurable asset schedules, requesting certificates of insurance, and other risk mitigation tasks.