Executive Assistant to the Library CEO
Town of Georgina
Georgina, ON
Responsible for providing executive support and services to the Library Director/ CEO and Library
Board. For the full job description details, please see pages attached.

Minimum Qualifications: Two year college diploma in business administration from an accredited College/University;
Three (3) years’ of administrative experience in an executive support level role; Previous experience working in a
public library environment is considered an asset.

How to apply:
Please forward your cover letter and resume in confidence by October 2, 2018 identifying the job title and
ID#2018.138 in the subject line to careers@georgina.ca or in person or by mail to Human Resources, Town of
Georgina, 26557 Civic Centre Road, Keswick, ON L4P 3G1

Committed to diversity and a barrier-free environment:
The Town of Georgina is an equal opportunity employer committed to an inclusive, barrier-free recruitment and
selection process and as we grow, it’s important that our workforce reflect the citizens we serve. We respect,
encourage, and celebrate diversity. We will accommodate the needs of applicants under the Ontario Human Rights
Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and
selection process. Please advise the Human Resources Office to ensure your accessibility needs are accommodated
throughout this process. Personal information collected will be used in accordance with the Municipal Freedom of
Information and Protection of Privacy Act for the purpose of candidate selection.
We thank all candidates for their interest, however, only those being considered will be contacted.

Title: Executive Assistant to the Library Director / CEO
Position #: NU86
Department: Georgina Public Library
Division: Library Services
Date Created: Aug 2018
Reports To: Library Chief Executive Officer
Job Grade: 4
Indirectly Reports to: Branch Librarians & Library Board
Direct Reports: None
Employee Group: Non-Union

Position Summary:
Responsible for providing executive support and services to the Library Director/ CEO and Library
Board.

Responsibilities:
  • Drafts, formats, edits and proofreads reports, letters, memos, agendas, presentations,
financial and statistical statements, including that of a confidential nature (i.e. Library Board
in camera meetings and grievance meetings.)

  • Prepares reports, documents, agreements, and presentations, including composing
correspondence for signature by the CEO from rough draft or oral instructions and
distributes documents as directed.

  • Provides secretarial support for Library Board meetings by taking minutes in both open and
closed session.

  • Prepares, reviews and distributes the monthly Board meeting information package.
  • Reviews, distributes and responds to incoming communications (including public inquiries,
phone calls, mail, e-mail, etc.), ensuring that matters of importance are brought forward to
the relevant party.

  • Establishes and maintains confidential records management systems, including closed
session reports and grievance files both electronically and in hard copy, as required.

  • Scheduling of Library branch staff to fill in vacancies (day-of-call-ins).
  • Tracks and verifies library staff vacation allotments.
  • Conducts relevant research into issues and concerns as assigned and provides background
information for upcoming meetings and presentations.

  • Assists with the co-ordination, administration, and presentation of library projects, including
the annual budget and financial statements.

  • Schedules meetings and appointments, books meeting rooms and arranges amenities as
required; takes minutes at meetings, grievance proceedings as required;

  • Co-ordinates conference and seminar registrations, including arrangements related to travel
and accommodations for staff and Board members.

  • Prepares all Charitable Donation receipts as per Revenue Canada Guidelines. Tracks all
donations; prepares and distributes donor thank-you letters.

  • Assigns and verifies account numbers and monitors expenditures that require approval, as
required.

  • Maintains an inventory of library equipment and furniture.
  • Orders office supplies/materials for all locations as requested.
  • Ensures library time sheets are completed, checked and authorized;
  • Assists with media relations thru press releases, initiations, and submissions to media
  • Monitors the Health and Safety Training requirements for Library Staff. Registers the Library
staff for training when required. Assists with updates to branch Health and Safety binder.

  • Undertakes special projects as assigned;
  • Participates in the Town’s Health & Safety Program and complies with the Occupational
Health and Safety Act, other applicable legislation and best practices.

  • Maintains knowledge of and adheres to all Georgina Public Library Policies and Procedures,
and adopted Town of Georgina Policies and Procedures.

  • Participates in ongoing Training and Development and ensures all mandatory requirements
are met and maintained.

  • Maintains effective and co-operative liaison with representatives of Town departments, and
deals with the public in a courteous and efficient manner to promote a high standard of
public relations at all times.

  • Reliable vehicle to use on corporate business and valid driver’s licence.
The foregoing is intended to outline the general description of the duties and responsibilities
for this position. It is not intended nor should it be interpreted as a complete description. The
Georgina Public Library reserves the right to amend this position description at any time
provided that such change does not represent a substantive change in the purpose or
essential nature of the position.

Minimum Qualifications:
Education and Training:
  • Two year college diploma in business administration from an accredited
College/University.

Experience:
  • Three (3) years’ of administrative experience in an executive support level role.
  • Up to one (1) year on the job for the period of adjustment, orientation, and adaptation.
  • Previous experience working in a public library environment is considered an asset
Competencies:
  • Excellent research, organizational, public relations and communications skills.
  • Computer proficiency required in Word, PowerPoint and Excel.
  • Ability to communicate effectively and confidentially with all levels of staff, Board
Members, municipal staff, library patrons, and the general public.

  • Strong accounting skills.
  • Maturity and discretion in judgement and ability to handle confidential and/or sensitive
matters.

  • Ability to attend evening board meetings.
Physical Demands and Working Conditions

  • Normal office conditions.