POSITION SUMMARY:
Reporting to the Executive Director, the Executive Assistant provides confidential administrative support and a broad range of administrative services. The role also oversees administrative staffing and duties to support the efficient operation of the Executive Director’s office, including managing priorities, communications, and day-to-day organizational activities.
The position serves as the primary support for Board of Directors’ business, coordinating meetings, preparing agendas, correspondence, minutes, and follow-up actions, and supporting effective governance processes.
The role provides internal and external administrative support, including supporting the Referral and Intake Committee; supporting the Leeds and Grenville Pressures and Priorities Committee (if DSLG chairs); supporting the Joint Health and Safety Committee; administering the Student Awards program; support office operations, including maintenance; and collaborating with HR, IT, and Finance on internal agency processes.
MINIMUM QUALIFICATIONS
- 2-year Community College diploma in Administration or a related discipline
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5 years’ experience as an Executive Assistant
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Excellent communication, interpersonal, organizational and time management skills
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Knowledge of the needs and best practice service standards for persons with developmental disabilities
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Working knowledge of Ontario privacy legislation, including requirements for collection, use, disclosure, and safeguarding of personal information
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Working knowledge of general office equipment such as fax, photocopier, scanner and phone system
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Working knowledge of the Microsoft Office Suite
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Excellent written and spoken English
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Valid Ontario driver’s License and access to a reliable vehicle
DUTIES AND RESPONSIBILITES:
PROVIDES ADMINISTRATIVE SERVICES TO THE EXECUTIVE DIRECTOR BY:
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Arranging meetings/scheduling events and preparing/gathering supporting information
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Prioritizing appointments and proactively resolving scheduling conflicts
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Maintaining an action file on all assigned tasks for the Directors
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Act as a liaison between the executive office and internal/external stakeholders ensuring professional, timely, and diplomatic communication
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Composing/editing routine correspondence for the Executive Director
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Ensuring the Executive Director is kept informed, in a confidential manner, of all relevant issues, correspondence, and program/client updates
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Developing and maintaining effective files and record systems for Executive Director and agency documents
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Ensuring that urgent matters are referred to Manager on Call, or other appropriate managers and dealt with in the Executive Directors absence
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Distribution of routine correspondence to management- memos, updates, mail etc.
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Overseeing travel arrangements for Executive Director and Board of Directors as required
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Prioritizing and managing multiple projects simultaneously
PROVIDES RECORDING SECRETARY SERVICES BY:
- Acting as recording secretary for the Board of Directors by taking meeting minutes/notes and transcribing and circulating follow-up communications summarizing decisions, actions items, and timelines in a timely manner
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Must be willing to work flexible hours, including evenings, to accommodate Board meeting schedules
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Providing administrative support to enable the Board to conduct its business in an efficient manner
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Maintaining an action file on all assigned tasks for the Board of Directors
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Support Board member onboarding, and recruitment process
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Preparing confidential board materials, correspondence, and related business for the Board of Directors
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Provides admin support to Managers for confidential reports, correspondence, and presentations
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Applying sound project development practices and supporting initiatives approved by the Board
MANAGES CLINICAL RECORDS SECTION BY:
- Maintaining oversight of client records process and supervising security and file maintenance in conjunction with Senior Management team
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Establishing, maintaining oversight of the procedures for consent, requesting and releasing of client information by considering the legal and ethical implication
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Ensuring records/file audits are completed by Admin staff to ensure up to date information
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Providing training and guidance to staff members regarding records standards
PROVIDES GENERAL ADMINISTRATION SUPPORT BY:
- Overseeing administrative support staff and general front-office operations to ensure effective coordination, workload management, and service coverage
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Overseeing cleanliness, maintenance, monthly inspections, and aesthetics of the main and satellite offices in conjunction with appropriate Managers and staff
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Serves as the primary contact for general agency matters, inquiries from businesses and external agencies, program staff and managers regarding maintenance, contracts, and other related issues
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Works collaboratively with HR, and Senior Management to support MCCSS Compliance Reviews (QAM), MCCSS Risk Assessments, Accreditation (if applicable), and other related agency initiatives
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Collaborates with HR department for the screening and interview process for student placements and ensures the necessary documentation and placement contracts are completed, signed off by the Executive Director, and filed
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Providing administrative support to committees, Provincial Associations and working groups as required
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Monitoring and coordinating the process of serious occurrence reports (SOR’s) in conjunction with Director of Client Services and providing any follow-up required
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Works with IT Dept regarding Executive Assistant duties/role with the security system process
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Organizing special events as required for agency initiatives
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Is a member of the Management Joint Health and Safety Committee
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Monitoring and coordinating Ministry information system and portals- DSCIS, DSO, requirements
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Provides admin support and information to the Executive Director, and Finance Assistant with agency contracts, maintenance projects, etc. and filing of such. (as required)
RELATED TO CORE COMPETENCIES:
- Building Relationships – Stage 4 – Creates Social Capital for greater good
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Problem Solving and Decision Making – Stage 4 – Drives solutions for multi layered challenges
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Facilitating Growth and Development – Stage 4 – Champions a supportive learning environment
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Resource Management – Stage 4 – Strategically administer resources
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Valuing Equity, Diversity and Inclusion (EDI) – Stage 4 – Change agent for equity, diversity and inclusion
RELATED TO POLICIES AND PROCEDURES:
- Operates in accordance with applicable Legislative, Ministry and professional association requirements of the position
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Demonstrates knowledge of Quality Assurance Measures (QAM) guidelines, ensures staff are informed, and promotes compliance in accordance with Ministry of Community and Social Services (MCCSS) requirements
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Demonstrates knowledge of the agency’s policies and procedures, ensures staff are informed, and complies with all applicable requirements
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Operates, at all times, in a safe and secure manner
RELATED TO HUMAN RESOURCES:
- Assists the Executive Director and HR in recruitment of all Management positions
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Provides administrative support related to recruitment processes, including maintaining shared documentation files, to ensure relevant information is accessible to Executive Director and Senior Management as required
Maintains strictly confidential files in the Executive Assistant office, as directed the Executive Director or Board in specific circumstances
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HEALTH AND SAFETY:
- Ensure Health and Safety Program requirements are followed based on the Occupational Health and Safety Act
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Ensure an awareness of safety measures for the agency, yourself and the individuals receiving services
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Ensure compliance with the agency’s mandatory training requirements
Benefits: As per DSLG’s group benefits package and the insurance carrier contract
Status: Permanent Full-Time
Hours of work: Minimum of 72.5 (seventy-two point five) hours, averaged over two-week period
2026 Salary: $66,899 - $74,778
Location: Brockville, Leeds Grenville
Reference ID: 2026-005
The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.
Developmental Services of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. DSLG welcomes and encourages applications from people with disabilities. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.
Applicants are required, in advance, to make any accommodation request known to Human Resources by contacting the department at 1-613-345-1290 extension 189 or using the Bell Relay Service. Human Resources will strive to provide reasonable and appropriate accommodation for all applicants during the recruitment and selection process, which will ensure the process is conducted in a fair and equitable manner.
