Executive Assistant

Full Time Permanent

Location: Oakville, ON

Position Overview

Reporting directly to the CEO, the Executive Assistant serves as a key administrative and operational support role within the organization, providing high-level executive assistance to the CEO while supporting finance, payroll, governance, and administrative functions under the guidance of the Director of Finance.

This position requires a highly organized, detail-oriented professional who can manage confidential information, balance competing priorities, and meet critical deadlines. The successful candidate will play an integral role in supporting the Executive Team, Board of Directors, and organizational operations by ensuring efficient administrative processes, accurate financial records, timely payroll administration, and effective governance support.

The Executive Assistant acts as a trusted resource, maintaining professional relationships with stakeholders while contributing to continuous quality improvement and operational excellence across the organization.

Key Accountabilities

· Executive and Governance Support

· Provide comprehensive administrative support to the CEO and Financial Director.

· Coordinate and prepare meeting agendas, packages, presentations, reports, and correspondence.

· Attend Board of Directors and Committee meetings and prepare accurate meeting minutes.

· Maintain Board governance records, files, resolutions, and organizational archives.

· Organize and manage executive calendars, meetings, strategic planning sessions, and special events.

· Assist with the preparation and distribution of internal communications, newsletters, presentations, and executive materials.

· Support annual meetings, strategic planning sessions, Board retreats, and special organizational events.

· Maintain confidential records and information with a high degree of professionalism and discretion.

Financial Administration

· Process payroll accurately and within established timelines.

· Prepare and submit year-end payroll documentation, including T4 slips and related CRA filings.

· Maintain payroll, employee, and financial records.

· Assist with accounts payable, accounts receivable, and general ledger transactions.

· Support month-end and year-end financial processes as directed by the Director of Finance.

· Assist with financial reporting and reconciliation activities.

· Prepare tax receipts and other financial documentation as required.

· Process prescription, dental, and other approved reimbursement claims in accordance with organizational policies.





· Ensure compliance with applicable payroll, financial, and reporting requirements.

· Assist with preparation for annual audits and provide supporting documentation as required.

Administrative Operations

· Maintain accurate filing systems, records management processes, and document control procedures.

· Develop and maintain administrative infrastructure and documentation standards that support organizational effectiveness.

· Monitor and improve administrative processes to enhance efficiency and consistency.

· Collaborate with the CEO and Director of Finance on organizational communications, and administrative initiatives.

· Manage competing priorities while ensuring high levels of accuracy and responsiveness.

· Participate in organizational quality improvement initiatives.

· Recommend process improvements that strengthen services, compliance, and operational effectiveness.

Qualifications

Education & Experience

· Minimum 4-5 years of progressive experience in executive administration, finance, payroll, or a related role.

· Post-secondary education in Business Administration, Finance, Accounting, Human Resources, or a related discipline.

· Experience working within the non-profit sector is considered an asset.

· Payroll certification through the National Payroll Institute (formerly Canadian Payroll Association) is considered an asset.

· Experience with Microsoft Dynamics GP, Quadrant Workforce, or similar financial and payroll systems is considered an asset.

Skills & Competencies

· Exceptional organizational, planning, and time management skills.

· Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.

· Strong attention to detail and commitment to accuracy.

· Superior verbal and written communication skills.

· Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

· Strong financial and payroll administration skills.

· Ability to maintain strict confidentiality and exercise sound judgment.

· Proven relationship-building and stakeholder engagement skills.

· Ability to work independently and collaboratively within a team environment.

· Strong problem-solving, analytical,



and process improvement skills.

· Commitment to integrity, accountability, professionalism, and continuous improvement.

Required Qualifications

· Satisfactory Police Record Check.

· Valid Ontario Class G Driver's Licence, reliable transportation, and proof of current automobile insurance in accordance with organizational requirements.

· Proficiency with office technology and administrative systems.

· Demonstrated commitment to customer service excellence and quality assurance.

Working Conditions

· Ability to work independently within established policies, procedures, and deadlines.

· Frequent use of computer systems and standard office equipment.

· Regular periods of sitting and keyboard work.

· Ability to manage competing priorities and time-sensitive responsibilities.

· Occasional attendance at Board meetings, strategic planning sessions, and organizational events outside regular business hours.

· Occasional travel within the community may be required.

· Exposure to confidential and sensitive organizational, employee, and financial information.

· Occasional contact with soiled surfaces, objects and biohazards

· Infrequent exposure to hazardous conditions and materials

What We Offer

· Group RRSP program

· Comprehensive health, dental, and vision benefits

· Paid vacation, paid statutory holidays, and additional paid time off

· Supportive and cooperative work environment

· Opportunities for professional growth and development

· The expected annual compensation will be $30-$37 per hour. Actual compensation will be determined based on experience, skills and internal equity

Accessibility & Equity Statement

Hope Place Centres is committed to fostering an inclusive and accessible workplace. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available throughout the recruitment process upon request.

Hope Place Centres is an equal opportunity employer dedicated to recruiting and retaining a qualified workforce and is committed to hiring practices that are fair and equitable. Employment decisions are based on qualifications, experience, and organizational needs. Protected grounds under the Ontario Human Rights Code will never be a factor in employment-related decisions.

This posting is for a new position within the organization. We do not use AI to screen applications or make employment decisions; members of our hiring team review all applications.

Pay: $30.00-$37.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Executive Assistant (Oakville)
🏢 Hope Place Centres
📍 Oakville