Position SummaryReporting to the Executive Director, the Executive Assistant provides confidential administrative support and a broad range of administrative services. The role oversees administrative staffing and duties to support the efficient operation of the Executive Director’s office, including managing priorities, communications, and day-to-day organizational activities.The position serves as the primary support for Board of Directors’ business, coordinating meetings, preparing agendas, correspondence, minutes, and follow-up actions, and supporting effective governance processes.The role provides internal and external administrative support, including supporting the Referral and Intake Committee; supporting the Leeds and Grenville Pressures and Priorities Committee (if DSLG chairs); supporting the Joint Health and Safety Committee; administering theStudent Awards program; supporting officeoperations, including maintenance; and collaboratingwith HR, IT, and Finance on internal agency processes.Minimum Qualifications2-year Community College diploma in Administration or a related discipline5 years’ experience as an Executive AssistantExcellent communication, interpersonal, organizational and time management skillsKnowledge of the needs and best practice service standards for persons with developmental disabilitiesWorking knowledge of Ontario privacy legislation, including requirements for collection, use, disclosure, and safeguarding of personal informationWorking knowledge of general office equipment such as fax, photocopier, scanner and phone systemWorking knowledge of the Microsoft Office SuiteExcellent written and spoken EnglishValid Ontario driver’s License and access to a reliable vehicleDuties and ResponsibilitiesProvides Administrative Services to the Executive Director by:Arranging meetings/scheduling events and preparing/gathering supporting informationPrioritizing appointments and proactively resolving scheduling conflictsMaintaining an action file on all assigned tasks for the DirectorsAct as a liaison between the executive office and internal/external stakeholders ensuring professional, timely, and diplomatic communicationComposing/editing routine correspondence for the Executive DirectorEnsuring the Executive Director is kept informed, in a confidential manner, of all relevant issues, correspondence, and program/client updatesDeveloping and maintaining effective files and record systems for Executive Director and agency documentsEnsuring that urgent matters are referred to Manager on Call, or other appropriate managers and dealt with in the Executive Director’s absenceDistribution of routine correspondence to management- memos, updates, mail etc.Overseeing travel arrangements for Executive Director and Board of Directors as requiredPrioritizing and managing multiple projects simultaneouslyProvides Recording Secretary Services by:Acting as recording secretary for the Board of Directors by taking meeting minutes/notes and transcribing and circulating follow-up communications summarizing decisions, actions items, and timelines in a timely mannerMust be willing to work flexible hours, including evenings,



to accommodate Board meeting schedulesProviding administrative support to enable the Board to conduct its business in an efficient mannerMaintaining an action file on all assigned tasks for the Board of DirectorsSupport Board member onboarding, and recruitment processPreparing confidential board materials, correspondence, and related business for the Board of DirectorsProvides admin support to Managers for confidential reports, correspondence, and presentationsApplying sound project development practices and supporting initiatives approved by the BoardManages Clinical Records Section by:Maintaining oversight of client records process and supervising security and file maintenance in conjunction with Senior Management teamEstablishing, maintaining oversight of the procedures for consent, requesting and releasing of client information by considering the legal and ethical implicationEnsuring records/file audits are completed by Admin staff to ensure up to date informationProviding training and guidance to staff members regarding records standardsProvides General Administration Support by:Overseeing administrative support staff and general front-office operations to ensure effective coordination, workload management, and service coverageOverseeing cleanliness, maintenance, monthly inspections, and aesthetics of the main and satellite offices in conjunction with appropriate Managers and staffServes as the primary contact for general agency matters, inquiries from businesses and external agencies, program staff and managers regarding maintenance, contracts, and other related issuesWorks collaboratively with HR, and Senior Management to support MCCSS Compliance Reviews (QAM), MCCSS Risk Assessments, Accreditation (if applicable), and other related agency initiativesCollaborates with HR department for the screening and interview process for student placements and ensures the necessary documentation and placement contracts are completed, signed off by the Executive Director, and filedProviding administrative support to committees, Provincial Associations and working groups as requiredMonitoring and coordinating the process of serious occurrence reports (SOR’s) in conjunction with Director of Client Services and providing any follow-up requiredWorks with IT Dept regarding Executive Assistant duties/role with the security system processOrganizing special events as required for agency initiativesIs a member of the Management Joint Health and Safety CommitteeMonitoring and coordinating Ministry information system and portals- DSCIS, DSO, requirementsProvides admin support and information to the Executive Director, and Finance Assistant with agency contracts, maintenance projects, etc.



and filing of such.Related to Core Competencies:Building Relationships – Stage 4 – Creates Social Capital for greater goodProblem Solving and Decision Making – Stage 4 – Drives solutions for multi layered challengesFacilitating Growth and Development – Stage 4 – Champions a supportive learning environmentResource Management – Stage 4 – Strategically administer resourcesValuing Equity, Diversity and Inclusion (EDI) – Stage 4 – Change agent for equity, diversity and inclusionRelated to Policies and Procedures:Operates in accordance with applicable Legislative, Ministry and professional association requirements of the positionDemonstrates knowledge of Quality Assurance Measures (QAM) guidelines, ensures staff are informed, and promotes compliance in accordance with Ministry of Community and Social Services (MCCSS) requirementsDemonstrates knowledge of the agency’s policies and procedures, ensures staff are informed, and complies with all applicable requirementsOperates, at all times, in a secure and secure mannerRelated to Human Resources:Assists the Executive Director and HR in recruitment of all Management positionsProvides administrative support related to recruitment processes, including maintaining shared documentation files, to ensure relevant information is accessible to Executive Director and Senior Management as requiredMaintains strictly confidential files in the Executive Assistant office, as directed the Executive Director or Board in specific circumstancesHealth And Safety:Ensure Health and Safety Program requirements are followed based on the Occupational Health and Safety ActEnsure an awareness of safety measures for the agency, yourself and the individuals receiving servicesEnsure compliance with the agency’s mandatory training requirementsBenefitsAs per DSLG’s group benefits package and the insurance carrier contract.StatusPermanent Full-TimeHours of WorkMinimum of 72.5 hours, averaged over a two-week period.Salary (2026)$66,899 - $74,778LocationBrockville, Leeds GrenvilleReference ID2026-005The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.Equal Opportunity and Accommodation StatementDevelopmental Services of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. DSLG welcomes and encourages applications from people with disabilities. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.Applicants are required, in advance, to make any accommodation request known to Human Resources by contacting the department at 1-(phone hidden) extension 189 or using the Bell Relay Service. Human Resources will strive to provide reasonable and appropriate accommodation for all applicants during the recruitment and selection process, which will ensure the process is conducted in a fair and equitable manner.#J-18808-Ljbffr

📌 Executive Assistant - C$66,899 - C$74,778 A Year (North Grenville)
🏢 Developmental Services of Leeds and Grenville
📍 North Grenville