Executive Assistant

Three Oaks; Belleville; On-site; CAD 45,000 - 60,000; Full time

Job summary

A nonprofit organization in Belleville seeks a qualified candidate for a role focused on Human Resources and Financial Administration. Responsibilities include administering employee benefits, managing accounts payable, and facilitating orientation sessions. The ideal candidate will possess a Business Administration Diploma or equivalent, with a minimum of two years of accounting or bookkeeping experience. Strong computer proficiency and organizational skills are essential. This position offers a chance to contribute significantly to the organization while maintaining a commitment to confidentiality and attention to detail.

Qualifications

• Minimum two years of accounting or bookkeeping experience.
• Experience administering collective agreements and HR policies.
• Basic knowledge of issues relating to violence against women and children.

Responsibilities

• Administer employee benefits and liaise with benefit consultants.
• Coordinate attendance management and new hire orientation sessions.
• Manage accounts payable and maintain accounts receivable.
• Assist with monthly and quarterly financial reports.

Skills

Strong computer proficiency including Microsoft Office

Exceptional organizational skills

Ability to manage confidential information

Knowledge of financial management systems

Education

Business Administration Diploma or related field

Tools

Accounting systems

Microsoft Office

Job description

Key Responsibilities

• Human Resources
  • Administer employee benefits including enrolments, communication, and liaison with benefit consultants.
  • Coordinate attendance management, return-to-work, and accommodation initiatives.
  • Facilitate new hire orientation sessions.
  • Assist in the development and implementation of HR policies and procedures.
  • Support collective agreement administration, including grievance documentation and research.
  • Process payroll in accordance with collective agreements and agency policies.
• Financial Administration
  • Manage accounts payable including invoice processing, reconciliations, cheque preparation, and supplier communications.
  • Maintain accounts receivable including invoicing, payment tracking, and follow-up on outstanding accounts.
  • Prepare and post journal entries and reconcile monthly bank statements.
  • Assist with monthly and quarterly financial reports for management and funding sources.
  • Support year-end accruals and general ledger maintenance.
• Executive & Administrative Support
  • Maintain policy, procedures, service delivery, and employee training manuals.
  • Maintain centralized agency databases and contact lists.
  • Coordinate board packages, meetings, and Annual General Meetings.
  • Record and distribute meeting minutes.
  • Manage agency mail, filing systems, office supplies, and equipment.
  • Provide support with IT systems and database management.
  • Maintain records for financial and in-kind donations and issue tax receipts.
• Second Stage Housing Coordination
  • Calculate geared-to-income rent amounts and liaise with Ontario Works and Ontario Disability Support Program.
  • Issue notices as directed by the Executive Director.
  • Maintain tenancy records and monitor maintenance and repairs.
  • Coordinate contractors and service providers.

Qualifications

Business Administration Diploma (including accounting) or related field, and/or equivalent experience.

• Minimum two years of accounting or bookkeeping experience.
• Experience administering collective agreements and HR policies.
• Strong computer proficiency including Microsoft Office, databases, Adobe, and accounting systems.
• Exceptional organizational skills and attention to detail.
• Ability to manage confidential information and work independently.
• Knowledge of financial management and record-keeping systems.
• Basic knowledge of issues relating to violence against women and children.
• Valid driver’s license and use of a vehicle.

Assets:

• Understanding of the Not-for-Profit sector.
• Second language (ASL recognized as a second language at TOF).
• Knowledge of Employment Standards Act, WSIB, Human Rights Code, Occupational Health & Safety Act, and Charitable Status Act.
• Education or experience in Human Resources within a unionized setting.

How to Apply Here

Interested candidates are invited to apply by submitting their cover letter and resume to the attention of:

Posting closes at 5:00 p.m. March 1 st , 2026

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