Executive Assistant/Project Coordinator, Permanent Full time

Leeds Grenville; Brockville; Hybrid; CAD 72,000 - 86,000; Full time

Job summary

The United Counties of Leeds and Grenville invites applications for the Executive Assistant/Project Coordinator, a permanent full-time on-site role within the Community and Social Services Division in Brockville. The position supports divisional Directors, coordinates meetings, projects and reporting, and ensures confidential, efficient executive services.

The successful candidate will have at least two years post-secondary education in Office Administration, four years’ executive office

Qualifications

• Minimum two years post-secondary education in Office Administration or related field.
• Minimum four years’ experience in an executive office environment.
• Proficient in Microsoft Office Suite and records management.

Responsibilities

• Provide professional executive services to Directors and senior managers.
• Coordinate meetings, projects and reporting for assigned divisions.
• Prepare correspondence and maintain confidential files.
• Attend meetings to record minutes and support event coordination.

Skills

Executive support

Meeting coordination

Communication skills

Records management

Time management

Education

Post-secondary education in Office Administration

Tools

Microsoft Office

MS Office Suite

Job description

Executive Assistant/Project Coordinator, Permanent Full time

Job Category: Community and Social Services

Requisition Number: EXECU001498

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

Locations

Showing 1 location

Description

THE UNITED COUNTIES OF LEEDS AND GRENVILLE

Community and Social Services Division

Invites applications for the position of:

Status: Permanent Full time

Start Date: ASAP

Hours: 35 hours/week

2026 Salary Grid 5: $39.94 - $47.54

Position Summary:

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 requiredQualifications:

Education, Certification and Licenses

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

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.

Summary of Position Responsibilities:

Activity 1: Executive Services (approximately 20%)

• 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 tactful and composed manner.
• Arrange travel/hotel/meeting arrangements for senior management staff as requested.

Maintain an excellent knowledge of office procedures to carry out a full range of executive support duties.

Activity 2: Project Coordination (20%)

• Undertake special assignments/projects including, but not limited to, draft development and process oversight for tenders, service agreements and procurement on behalf of the Directors and Divisions assigned, as requested/required.
• Research and prepare background material and documentation for senior leadership, as requested.
• In collaboration with the Clerk’s office, assist with records management and organize, implement and maintain an active filing system for divisional records in accordance with the corporate records management system for electronic/paper documents.
• As initial contact for insurance matters, and under the direction of the Director, Corporate Services, coordinate the Counties’ insurance and risk management program including receiving, reporting and tracking claims, maintaining accurate insurable asset schedules, requesting certificates of insurance, liaising with the broker, and coordinating the assembly of the annual renewal policy renewal documentation.
• Provide support in the administration and maintenance of the Divisional sections of the Counties’ website
• Participate in committees as assigned or requested to represent, support and advance the interests and priorities of the assigned Divisions.

Activity 3: Reports and Presentations Support (30%)

• Prepare correspondence, reports (including closed meeting reports) and memoranda for municipal Council and committee meetings on behalf of the Director of Community and Social Services and Director of Corporate Services (e.g. agendas, reports, by-laws, and agreements).
• Work collaboratively with the Clerk’s office in preparation of committee reports, agendas, by-laws and essential business processes related to assigned program areas.
• Prepare various statistical information utilizing tables, charts, and graphs as requested/required.
• Prepare/implement presentations in various forms at various departmental/divisional events (e.g. meetings, workshops, information sessions, etc.) as requested/required.

Activity 4: Meetings Coordination and Support (25%)

• Provide executive services and support to labour negotiations, as requested.
• Assist and support Human Resources as it relates to such matters as scheduling of grievance meetings, follow-up meetings and correspondence.
• Assist Co-Chairs of Labour Management Committees with meeting preparation; support the Committee(s) with scheduling, agenda preparation, and minutes.
• Attend meetings to record minutes; prepare and distribute agendas and associated correspondence for various committees/working groups.
• Coordinate/organize various divisional events as requested/required.
• Coordinate and organize the attendance of senior management staff for training or special meetings/events as requested/required.

Activity 5: General Tasks (5%)

• Receive mail and various correspondence distributing all relevant information to appropriate staff in an efficient and timely manner.
• Order and maintain office equipment and supplies, as required. Report and ensure repairs to office equipment and consistent operation of such.
• Enhance a strong team culture with a positive and service-oriented attitude.
• Demonstrate corporate values at all times and ensures the highest level of professional standards are met and maintained.

Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and will only be used for candidate selection.

The United Counties of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. 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 1-800-770-2170 or 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.