Non-Union - Temporary - Human Resource Services - Executive Assistant

Avon Maitland District School Board; Seaforth; On-site; CAD 65,000 - 76,000; Full time

Job summary

Avon Maitland District School Board in Ontario is seeking a Temporary Executive Assistant to the Superintendent of Education and Human Resource Services at the Seaforth Education Centre. The role provides confidential executive and administrative support across HR programs and Labour Relations, ensuring efficient operation and professional service.

The successful candidate will coordinate recruitment, NTIP/TPA, training, and data reporting, while maintaining records and supporting senior leaders

Qualifications

• Diploma or equivalent in Business/Office Admin or HR
• Minimum three years of admin support experience
• Experience coordinating multiple priorities
• Advanced proficiency with Microsoft 365
• Excellent organizational and time management
• Strong communication and interpersonal skills
• Sound judgment and discretion
• Customer-service oriented and collaborative

Responsibilities

• Provide confidential executive and administrative support to the Superintendent of Education (HR Services)
• Coordinate HR programs including NTIP, TPA, recruitment, training, and records
• Serve as primary contact for TPA/NTIP administration (data management, tracking, reporting)
• Coordinate recruitment activities including interviews, communications, references
• Support grievance/arbitration processes and labour relations documentation
• Be a point of contact for school admins, staff, external agencies and partners
• Maintain reports, databases, and records for decision making and compliance
• Coordinate meetings/events, logistics, and follow-up actions
• Identify opportunities to improve administrative processes and service delivery

Job description

NON-UNION POSTING

Temporary Executive Assistant

Avon Maitland District School Board (AMDSB) provides first class education to students and families throughout Huron and Perth Counties. We aim to engage, inspire, and innovate, in all that we do! We are always learning! Our work is guided by a Strategic Plan and highlights 3 main areas of focus that enable our students and staff to say: I am prepared. I am well. I am engaged.

Our vision is to engage, inspire, innovate, because we are always learning.

We are accepting applications for the following Non-Union 1.0FTE temporary Executive Assistant to the Superintendent of Education and Human Resource Services at the Education Centre in Seaforth.

Hours of Work: 35 hours per week

Start Date and End Date: As soon as possible, for approximately 13 months

Rate of Pay : $65,452 - $76,225 as per Level 4 in accordance with the Terms and Conditions of Employment for Non-Union, Management, Administrative and Supervisory Employees

Vacancy Status: current vacancy

Summary of Position: This position provides confidential administrative and support to the Superintendent and department staff, in order to operate efficiently and effectively; liaises with the public, outside agencies and schools; takes independent action, within set parameters, to support the Superintendent’s portfolio.

Key Responsibilities:

• Provide confidential executive and administrative support to the Superintendent of Education (Human Resource Services), including managing schedules, priorities, correspondence, presentations, meeting materials, and ministry reporting requirements as assigned.
• Coordinate and support Human Resource Services programs, processes, and initiatives, including Teacher Performance Appraisal (TPA), the New Teacher Induction Program (NTIP), recruitment activities, mandatory employee training programs (first aid training), the teaching experience verification process, labour relations activities, employee records, and departmental projects.
• Serve as the primary contact for TPA and NTIP administration, including data management, tracking, notifications, and reporting requirements.
• Coordinate recruitment related activities, including scheduling and supporting Principal and Vice-Principal Pool interviews, candidate communications, reference checking, and documentation management.
• Support grievance and arbitration processes by coordinating meetings, tracking timelines and documentation, preparing materials, maintaining confidential records, and providing administrative support to the Labour Relations Manager.
• Serve as a key point of contact for school administrators, employees, senior leaders, external agencies, and community partners, ensuring responsive, professional, and customer-focused service.
• Maintain reports, databases, tracking systems, records, and other operational information to support effective decision making, regulatory compliance, and departmental accountability.
• Coordinate meetings, events, and departmental activities, including logistics, materials, communications, and follow up actions.
• Identify opportunities to improve administrative processes, workflows, and service delivery while supporting a culture of collaboration, equity, inclusion, service excellence, and continuous improvement.

Education, Qualifications and Experience:

• Diploma in Business Administration, Office Administration, Human Resources, or a related field, or an equivalent combination of education and experience.
• Minimum three (3) years of progressively responsible administrative support experience, preferably supporting senior leaders in a complex organization.
• Experience coordinating multiple priorities, managing confidential information, and preparing professional correspondence, reports, and presentations.
• Advanced proficiency with Microsoft 365 applications and other administrative technologies.
• Exceptional organizational, time management, and administrative skills, with the ability to manage competing priorities and meet deadlines.
• Strong communication and interpersonal skills, with the ability to build positive working relationships with a variety of stakeholders.
• Sound judgment, discretion, and professionalism when handling sensitive and confidential matters.
• Strong attention to detail, problem-solving abilities, and a commitment to accuracy.
• A collaborative, customer service-focused approach aligned with the Board's values of equity, inclusion, integrity, service excellence, and continuous improvement.

Note - A criminal background check will be part of the recruitment process.

Why Join AMDSB?

• We believe our students are at the core of what we do; we are committed to creating inclusive, inspiring and innovative learning environments.
• Great work culture with staff who embrace and seek meaningful careers.
• Work with a diverse and dynamic team that foster a culture of belonging and collaboration.
• Competitive compensation package:
  • Pension Plan : Defined pension plan through the Ontario Municipal Employees Retirement System (OMERS)
  • Health & Dental Benefits :
    • Extended and Supplementary Health, Paramedical Services, Dental, including Orthodontics, Out of Province/Country and Health Care Spending Account through ONET
    • Comprehensive short-term and long-term disability coverage plans
  • Employee Assistance Program (EAP) through TELUS which includes:
    • 24/7 confidential support
    • Access to information on personal fitness, nutrition, career, financial and legal advice; relationship & family support, and overall well-being resources

The AMDSB is committed to equity in employment and equitable hiring practices that allow us to engage qualified staff who reflect diversity. We will make any reasonable accommodation, based on any of the human rights protected grounds, to support candidates to participate in the hiring process.

Dr. Graham Shantz, Chief Executive Officer