Executive Assistant​/Project Coordinator

Executive Assistant/Project Coordinator, Permanent Full time

Job Category: Community and Social Services

Requisition Number: EXECU
001498

• Posted :
  September 21, 2026
• Full-Time
• On-site

Showing 1 location

The Executive Assistant/Project Coordinator is responsible for providing professional and efficient executive services to the assigned Divisional Directors. The position will also undertake coordination of meetings, projects and reporting for the assigned Divisions. Adaptable with a keen ability to prioritize, the Executive Assistant/Project Coordinator will also indirectly report to and support management staff within the assigned Divisions. Assistance and support may be provided to Directors of other Divisions as requested or required

Qualifications:

• Minimum two years post-secondary education in Office Administration or related field, or combination of education and experience.

• Minimum four years’ experience in an office environment at an executive level
• Municipal, public sector and unionized environment experience an asset.
• Proficient in Microsoft Office Suite and relevant technologies within the Corporation.
• Possess excellent interpersonal, oral and written communication skills being able to effectively communicate with a range of internal and external stakeholders.
• Proven organizational and time management skills with the ability to meet specific deadlines.
• Proven ability to consistently maintain high quality standards.
• Meticulous attention to detail and a strong degree of accuracy/reliability.
• Possess a sound knowledge of municipal and office procedures.
• Working knowledge of records management and TOMRMS.
• Self-motivated, able to take initiative particularly when confronted with ambiguity and high degree of change; thrive on learning new things (ex. processes, systems, concepts, ideas, topics).
• Ability to take on leadership roles as required to lead special projects as assigned.
• Ability to manage a heavy workload, undertake multiple tasks, set priorities, meet deadlines and adapt effectively and efficiently to a varied and dynamic workload.
• Possess excellent problem-solving and decision-making skills.
• Ability to work independently (with minimal supervision) within a team-delivered organizational model.
• Possess and maintain a comprehensive knowledge of community agencies/organizations/ partners which interface with the assigned Divisions.
• Ability to demonstrate sensitivity and responsiveness to the needs of the community.
• Ability to work flexible hours including evenings/weekends to support the needs of the divisions.
• Ability to travel to locations within the geographical area of Leeds and Grenville to take minutes at meetings and/or to attend/coordinate special events as requested/required.
• The possession and maintenance of a valid driver’s license and access to a vehicle is required.
• Highly developed keyboarding skills with experience in recording meetings utilizing a lap top computer, and completing detailed and accurate minutes
• Demonstrated ability to respect and maintain confidentiality is essential for this position.

• Provide professional and efficient executive services to the Directors, and more broadly to the senior managerial team within the respective Divisions.
• Provide professional services to other Directors within the Counties in the context of executive services and project management as requested/required.
• Compose/answer, prepare and ensure a professional presentation of various business correspondence (e.g. letters, memos, notices, flow charts, etc.) on behalf of the Directors, as well as prepare correspondence from written notes, verbal direction and/or from knowledge of divisional policies and procedures.
• Manage details and correspondence in a confidential and professional manner, as well as establish and maintain various confidential files and records.
• Draft/develop/update and/or review agreements, leases, etc. seeking legal counsel as required. Track renewal and end dates to ensure no lapse.
• Receive and screen telephone calls and visitors/clients. Resolve conflict situations with the public, aiding with inquiries and assist the public in a…