Temporary Executive Assistant – Facility Services and Planning JWS (35hrs)

Halton District School Board; Burlington; On-site; CAD 60,000 - 80,000; Full time

Job summary

An educational institution in Halton Region is seeking a Full-time Executive Assistant to provide administrative support to the Facility Services and Planning team. Responsibilities include managing schedules, maintaining records, and supporting budget functions. The ideal candidate will have a college diploma and at least two years of relevant experience. Strong interpersonal skills and the ability to work independently are essential. A competitive salary is offered.

Qualifications

• Minimum of two (2) years experience in a similar role.
• High degree of initiative and independent thought.
• Ability to work independently while supporting a team.

Responsibilities

• Support administrative team functions across the capital maintenance and operations divisions.
• Maintain the Facility Services and Planning website content.
• Prioritize and respond to internal communications.
• Research and prepare material for the Superintendent.
• Manage records in the Education Capital Information System.
• Purchase supplies for the Facility Services department.
• Coordinate the professional development budget.
• Perform general budget functions and manage office operations.

Skills

Initiative

Judgement

Decision-making skills

Problem-solving expertise

Written skills

Oral skills

Interpersonal skills

Spreadsheet proficiency

Bookkeeping knowledge

Education

College diploma in a related field

Job description

NOTICE OF TEMPORARY VACANCY

Position: Executive Assistant Facility Services and Planning

Salary Range: Band 3 – $35.67 – $42.53 per hour plus 4% vacation pay

Location: Facility Services J.W. Singleton Education Centre

Work Schedule: 35 hours per week, 12 months per year

Effective Date: ASAP – August 31, 2026

Position Summary

This position provides administrative support to all members of the Facility Services and Planning team and supports administrative procedures maintenance and records management. Duties include purchase requisition, accounts receivable, EBase Education Capital Information System (ECIS) and VFA Facility audit database management, multi‑year capital plan support, and Facility Services and Planning website updates. The Executive Assistant supports the Superintendent in their leadership role by ensuring smooth and efficient processing of all administrative tasks, working with internal and external contacts, and handling a wide range of highly sensitive issues.

Key Responsibilities

• Support administrative team functions across the capital maintenance and operations divisions within the Department
• Maintain the Facility Services and Planning website content in collaboration with the Communications Department
• Respond to internal communications, prioritizing urgent requests and following up to ensure deadlines are met
• Research, analyze, and synthesize material on behalf of the Superintendent for various matters, including special project assignments
• Maintain records in the Education Capital Information System (ECIS) and VFA Facility audits
• Purchase supplies, furniture, and computers for the Facility Services department
• Coordinate the professional development budget and events for Facility Services and Planning
• Perform general budget functions, including reviewing employee reimbursements, invoicing approvals, processing credit card payments, and supporting accounts receivable
• Manage day‑to‑day operations of the Superintendent’s office and Facility Services and Planning departments, including scheduling meetings, responding to inquiries from community, trustees, and staff

Qualifications

• College diploma in a related field
• Minimum of two (2) years experience in a similar role
• High degree of initiative, independent thought, sound judgement, decision‑making skills, and problem‑solving expertise
• Excellent written, oral, and interpersonal skills
• Ability to work independently while supporting a team
• Proficiency with spreadsheets
• Knowledge of bookkeeping

Application Deadline: Thursday, November 13, 2025, 4:00 pm

Applications submitted via the Apply to Education platform.

EEO Statement

We thank all applicants for their interest in opportunities with the Halton District School Board. Applicants whose experience and qualifications most closely match the requirements of the position will be contacted. Communication with short‑listed applicants will be made through the email address provided on the applicant’s Apply To Education profile page.

Employment Type

Employment Type: Full‑time