Executive Assistant

Executive Assistant (Multiple Vacancies)

Portfolio Assignments Available:

• Director's Office
• Curriculum Services

Location: Belleville, ON

Start Date: January 2026

Hours: 35 per week

Salary: $87,632 - $93,226 per annum (plus benefits package and pension).

Please apply through Apply to Education no later than 4:00pm, Sunday, November 30, 2025.

Hastings and Prince Edward District School Board (HPEDSB) serves approximately 15,400 students each day at 38 in-person schools (31 elementary, two K-12; four 7-12, one secondary). Supporting student achievement is the goal of approximately 1,750 teaching and support staff who, in addition to the contributions of caring volunteers and community partners, share their passion for teaching and learning.

The district covers a geographic area of 7,220 square kilometres bordered by Maynooth to the north, Deseronto to the east, Prince Edward County to the south and Quinte West to the west.

The region connects the outdoors with small cities, quaint villages and rolling rural landscapes. Here you will discover decades of tradition, mixed with new and emerging technology, creativity and innovation. Surround yourself with 1,200 km of shoreline in vibrant cities and towns accessible by highway and rail (1.5 hours to Toronto, 2 hours to Ottawa). Explore wilderness trails and sandy beaches, experience world-class fishing, enjoy exquisite culinary experiences and dozens of wineries. Perfect your golf swing at 23 golf courses or take in Canadian arts and heritage attractions. Create your own story and picture yourself here

We acknowledge and honour the land on which we reside and occupy as part of the traditional territories of the Haudenosaunee and Anishinaabe people. These Indigenous Nations, agreed to mutual sharing obligations and responsibilities as stewards of the land and water. Today these responsibilities and obligations extend to all Peoples. These lands are steeped in rich Indigenous history, traditions and modern cultures that are proud and vibrant.

Job Overview: The Executive Assistant provides high-level, confidential administrative, strategic, and logistical support to the Senior Administrator (Director of Education or Superintendent) and their immediate office. This role serves as the primary point of coordination for the Senior Administrator's schedule, governing body processes, and critical internal and external communications. The Executive Assistant is a critical liaison between the Senior Administrator, the Governing Body (e.g., Board of Trustees), Senior Leadership, school administrators, and external stakeholders. The role requires upholding the highest degree of confidentiality and discretion regarding sensitive personnel, student, and strategic planning information at all times.

Key Responsibilities:

Executive and Administrative Support:

• Manage and prioritize the Senior Administrator's complex calendar, including scheduling meetings, coordinating necessary travel arrangements, and ensuring the Senior Administrator is fully prepared with essential briefing materials for all engagements.
• Strategically manage all access to the Senior Administrator's Office, expertly prioritizing incoming calls, correspondence, and visitors. This involves resolving routine matters independently to conserve the leader's time and triaging urgent issues for immediate escalation.
• Prepare, edit, and format high-level documents, presentations, memos, reports, and confidential correspondence for the Senior Administrator, often involving sensitive Human Resources, legal, or financial information, ie. Ministry reports, Audit reports, etc.
• Provide initial drafting of confidential reports, policy proposals, and internal briefing documents for the Senior Administrator's review, often integrating data and strategic analysis.
• Conduct initial budget analysis on the Senior Administrator's portfolio and related departmental projects, including monitoring expenditures and preparing financial forecasting summaries for strategic reviews. Process and track the Senior Administrator's budget, expenses, invoices, and departmental procurement needs.
• Support the initiation of strategic projects and system initiatives mandated by the Senior Administrator. This includes defining initial scope, identifying stakeholders, and establishing foundational project documentation.
• Initiate research projects on new policies, best practices, and emerging trends within the education sector. Conduct environmental/market scans to identify potential challenges, opportunities, and comparator data across other school districts.
• Provide backup coverage to other departments as required.

Board and Governance Support:

• Manage the full lifecycle of Board, Trustee and Committee meeting materials as required. This includes scheduling meetings, preparing agendas, compiling comprehensive confidential reports and packages, and distributing materials.
• Serve as the primary liaison regarding scheduling, meeting logistics, and information flow from the Senior Administrator's office.
• Maintain and organize all official records, minutes, and confidential files to ensure legal and audit readiness.
• Assist in the preparation of all documentation and logistics required for official business, statutory declarations, and public announcements.
• Provide essential support to the multi-year Strategic Plan execution and process, including consulting and communicating effectively with external agencies.

Communication and Liaison:

• Manage the Senior Administrator's written and electronic communications, drafting initial responses to sensitive correspondence from parents, staff, the public, and government officials.
• Facilitate efficient and effective communication between the Senior Administrator's Office and Senior Leadership Team members, ensuring deadlines are met and action items are tracked.
• Coordinate special projects, events, and initiatives on behalf of the Senior Administrator, often involving multiple departments and external partners.

Supervision:

• Provide direct supervision, guidance, and performance management for designated administrative support staff (such as Receptionist, Office Assistant, and Secretary position), ensuring a professional and positive experience at the central office.
• Perform other duties as assigned.

Qualifications:

• Minimum completion of a two (2) year post secondary education program in Business Administration, or a related discipline demonstrating a foundational understanding of administrative principles .
• Minimum of five (5) years of progressive administrative experience at a high level, preferably within the Education sector.
• Proven success in a demanding administrative role with a large volume of responsibility.
• Evidence of superior interpersonal, organization and time management skills with an ability to strategically prioritize, plan and coordinate multiple project/work initiatives effectively and efficiently.
• Demonstrated exceptional verbal and written communication skills, with the ability to provide clear, accurate and politically astute information and to effectively collaborate and build relationships with individuals internal and external to the organization.
• Demonstrated meticulous attention to detail and a strong commitment to producing accurate, high quality work under all circumstances.
• Satisfactory Vulnerable Sector Background check.

Hastings and Prince Edward District School Board is committed to a qualified workforce that is representative of the diversity of the people in Ontario and across the communities we serve. We welcome applicants from candidates with diverse backgrounds and lived experiences as a member of a marginalized group, including but not limited to:

• First Nations, Metis, and Inuit peoples, and all other Indigenous peoples
• Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin
• Persons with visible and/or invisible (physical or mental) disabilities
• Persons of marginalized sexual orientations, gender identities, and gender expressions

Hastings and Prince Edward District School Board is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Ac t (AODA). Should you require an accommodation through any stage of the recruitment process please notify them when contacted, and we will work with you to meet your needs.

Thank you to all applicants for your interest. Only those selected for an interview will be contacted. This information is collected under the authority of the Education Act, and M.F.I.P.P.A and is used to determine eligibility for employment. In accordance with Ontario Regulation 521/01 Collection of Personal Information, criminal record checks and vulnerable sector screening will be required of all HPEDSB employees who have direct and regular contact with students.