Temporary Executive Assistant – Facility Services and Planning

Temporary Executive Assistant – Facility Services and Planning - JWS (35hrs) Join for the role at Halton District School Board NOTICE OF TEMPORARY VACANCY Position: Executive Assistant – Facility Services and Planning Salary range: Band 3 - $35.67 - $42.53 per hour + 4% vacation pay Location: Facility Services, J.W. Singleton Education Centre Work schedule: 35 hours/week, 12 months/year Effective date: ASAP - August 31, 2026 Position Summary This position provides administrative support to all members of the Facility Services and Planning team and supports administrative procedures, records management, purchase requisition, accounts receivable, eBase, Education Capital Information System (ECIS), VFA Facility audit database (VFA), multi‑year capital plan support, and website updating. The Executive Assistant supports the Superintendent of Facility Services and Planning by ensuring smooth and efficient processing of all administrative and organizational tasks. In working with internal and external contacts, including the Senior Administrative team and Trustees, the Executive Assistant deals with a wide range of highly sensitive issues. Employees may work from home up to 50% of regularly scheduled hours, subject to future Board needs. Key Responsibilities Support administrative team functions across the capital, maintenance, and operations divisions within the Department Maintain the Facility Services and Planning website content in collaboration with the Communications Department Respond to internal communication, prioritizing urgent requests, determining appropriate action, and following up to ensure deadlines are met Research, analyze, and synthesize material on behalf of the Superintendent on a variety of matters including special project assignments Support maintenance and upkeep of records in the Education Capital Information System (ECIS) and VFA Facility audits Responsible for purchasing supplies, furniture, and computers for the Facility Services department Coordinate the Facility Services and Planning professional development budget and events Perform general budget functions including reviewing employee reimbursements, invoicing approvals, processing credit card payments, and supporting accounts receivable Manage day‑to‑day operations of the Superintendent’s office and Facility Services and Planning departments, including scheduling meetings and responding to inquiries from the community, public, trustees, and staff Qualifications College diploma in a related field Minimum of two (2) years’ experience in a similar role High degree of initiative, independent thought, sound judgment, decision‑making skills, and problem‑solving expertise Excellent written, oral, and interpersonal skills Ability to work independently while supporting a team Proficiency with spreadsheets Knowledge of bookkeeping Applications must be submitted through Apply to Education by 4:00 pm on Thursday, November 13, 2025. Applicant Self Identification Questions As part of the recruitment and selection function, the HDSB will collect voluntary self‑identification data from applicants in accordance with Ontario Human Rights Code, the HDSB Employment Equity Policy, and the Anti‑Racism Data Standards. This information helps guide inclusive hiring practices and supports a diverse workforce. Requirements While hiring policies must adhere to the qualification requirements set out in applicable regulations, the Board welcomes applicants whose experience, lived experience, skills, backgrounds, and perspectives add value. First consideration is given, where qualifications are equal, to applicants who self‑identify as members of historically under‑represented communities. Accommodation Upon request, reasonable accommodations will be provided for candidates with temporary or permanent disabilities or other protected grounds under the Ontario Human Rights Code. Wellness The HDSB is committed to providing a respectful and healthy work environment. Seniority level Mid‑Senior level Employment type Temporary Job function Administrative; Education #J-18808-Ljbffr