Temporary Executive Assistant

**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 maintenance and records management, purchase requisition, accounts receivable, eBase, Education Capital Information System (ECIS), VFA Facility audit database (VFA), multi-year capital plan support, and Facility Services and Planning website updating. The Executive Assistant supports the Superintendent of Facility Services and Planning in their leadership role 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.

The HDSB recently introduced a. In accordance with this Administrative Procedure and with the approval of the immediate supervisor, employees who work at HDSB administrative sites may work from home for up to 50% of their regularly scheduled hours. Work from Home arrangements may change based on the future needs of the Board.

Key Responsibilities:

- Support administrative team functions across the capital, maintenance, and operations divisions within the Department
- Maintains the Facility Services and Planning website content in collaboration with Communications Department
- Responds to internal communication, prioritizing the urgent requests, determining appropriate action and following up to ensure deadlines are met
- Researches, analyzes, and synthesizes material on behalf of the Superintendent on a variety of matters including special project assignments
- Supports maintenance and upkeep of records in the Education Capital Information System (ECIS) and VFA Facility audits
- Responsible for purchasing supplies, furniture and computers for Facility Services department
- Coordinates Facility Services and Planning professional development budget and events
- Performs general budget functions including reviewing employee reimbursements, invoicing approvals, processing credit card payments and supporting accounts receivable
- Manages day-to-day operations of the Superintendent’s office and Facility Services and Planning departments including scheduling meetings, responding to inquiries from community, public, trustee 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 judgement, 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

Job Category: Management & Professionals - **Job Code # 3991313**

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 the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:
Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Although hiring policies must adhere to the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools - General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

- valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and

- granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.

We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout t