Corporate Services Executive Assistant

4 weeks ago

Ajax, Canada Ajax Public Library Full time

**Position: Corporate Services Executive Assistant**

**Classification**:Full-time, Non-union
**Location**:Business Office

**Salary/Wage**:$61,849.64 Band A _(2019 rate, to be reviewed)_
**Schedule**:35 hours per week, evenings and weekends required

**Date Posted**:Tuesday April 25, 2023
**Closing Date**:Tuesday May 9, 2023

**Position Summary**

Under the direct supervision of the Chief Librarian and Executive Officer (CLEO), the Corporate
Services Executive Assistant supports the day to day operations of the Library in wide range of administrative responsibilities that directly support the function of the Chief Librarian and
Executive Officer (CLEO) office, Corporate Services, and the Library.

**Education and Experience**
- Community College Diploma in Business Administration
- Community College Diploma in Human Resources from a recognized post-secondary institution preferable.
- Minimum of 1 year relevant experience in the public sector or in a mid-sized not-for profit environment; Library experience an asset.
- 4 years’ experience in administrative assistant experience supporting senior management and up.

**Preferred Skills**
- Works with a high degree of accuracy and organizational acumen.
- Ability to travel between all Library worksites required.
- Expert level knowledge of Windows-based Office computer environment.
- Demonstrated keyboarding/data entry skills (minimum 60 wpm).
- Excellent interpersonal and communication skills.
- Physical demands include moving boxes of materials, bending and stretching, data entry.
- Class “G” driver’s license.

**Position Responsibilities**

**Key Duties**
- Provides administrative support to the CLEO, Corporate Services function and staff.
- Acts as Library Board liaison.
- Coordinates the hiring of new staff and employee onboarding.
- Maintaining the digital and physical organization of the office of the CLEO.
- Organizing and completing aspects of the CLEO and Corporate Services annual business cycle, to ensure departmental effectiveness.
- Understands and navigates governance, administration, and culture in the internal and external environment, demonstrating commitment to the organizational mission.

**Executive Administrative Duties**
- Proactively provides administrative support to the CLEO and the Library Management

Team as required.
- Supports Board as Liaison, maintaining Library Board policy governance documents, agendas, and minutes with accuracy.
- Attends monthly Library Board meetings and facilitates hybrid meetings.
- Assists in the preparation of regularly scheduled reports and as requested.
- Coordinates the CLEO’s calendar and all scheduling requests.
- Compiles, edits and finalizes executive level documents.
- Organization of assignments, processes, and documentation for the office of the CLEO and library.

**Human Resources Administration Support**
- Maintains Corporate Services HRIS system, databases, and employee record files.
- Assists with the recruitment process.
- Manages and conducts new employee orientation sessions.
- Sets up employees with required training and tools.
- Coordinates the Volunteer Program.
- Maintains key Corporate Services documents and management programs
- Assists with corporate services processes, audits, and committees.
- Provides secretarial support, including minute taking for Corporate Services Staff and various committees.

**Other Duties**
- Conducts monthly Main Branch AED checks. Acts as the Site Coordinator at PAD meetings.
- Administer payroll in the Finance Assistants absence.
- Other duties as required.

**Core Competencies**
- Accountability: Accepts responsibility for actions, results, and risks.
- Analytical Skills: Identifies and addresses key issues, draws logical conclusions, and makes recommendations for action.
- Attention to Detail: Follows procedures and ensures accuracy in transactions. Corrects own errors.
- Communication Skills: Writes and speaks effectively, using conventions proper to the situation. States own opinions clearly, concisely, tactfully, and explains the reasoning behind the opinion. Maintains confidential communications, as needed.
- Customer Service Focus: Understands service objectives. Listens and responds effectively to customer questions; attempts to resolve customer problems to the customer’s satisfaction; applies corporate principals to customer service, including the commitment to exceed customer expectations.
- Initiative: Plans work and carries out task Technical and Professional Competence:
Understands important Human Resources-related legislation and maintains awareness of legislative changes. Understands the Library’s Human Resources-related policies and the collective agreements. Assumes responsibility for continuous professional development.
- Teamwork: Adept at developing relationships with others to achieve business goals. Can work effectively as a team leader and as a member of a teams without detailed instructions. Responds to situations

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