Executive Assistant to the Executive Director, Permanent 1 FTE
Existing Vacancy
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Location: Renfrew County
Department: Executive Office
Reports to: Executive Director
Family & Children’s Services of Renfrew County is a multi-service agency committed to providing preventative, protective and socially inclusive services and programming that empower and strengthen everyone. We are focused on cultivating a team-oriented work environment where everyone thrives. Our goal is to develop and strengthen collaborative partnerships to increase availability, accessibility and quality of care to the surrounding community. Our agency commitments include: moving forward Anti-Oppressive Practice, French Language Services and working alongside the Indigenous Communities.
POSITION SUMMARY:
The Executive Assistant provides senior-level, confidential administrative and executive support to the Executive Director and serves as a central coordination point and primary support for executive priorities across the organization. This role provides highly responsive, proactive support by anticipating needs, managing competing priorities, advancing time-sensitive initiatives, liaising with internal and external stakeholders, and ensuring timely follow-through on commitments. As a member of the Management Team, the Executive Assistant supports organizational operations by managing information flow, preparing reports and presentations, and supporting executive decision-making and prioritization. The Executive Assistant also supports governance activities, including Board and Committee processes, executive communications, and key organizational priorities such as funding and grant coordination, preparation of briefing materials, policy and strategy documentation, and major event planning.
KEY RESPONSIBILTIES:
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Provide confidential administrative support on sensitive matters for the Executive Director and Board of Directors.
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Prepare service data, summaries, surveys, reports, and special submissions for Ministries, Board, and other stakeholders.
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Maintain filing systems, policy/procedure manuals, corporate records, by-laws, Board membership lists, and tracking tools.
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Draft and coordinate routine and time-sensitive correspondence on behalf of the Executive Director, ensuring alignment with established tone, priorities, and direction; escalate or seek direction on matters requiring decision-making or approval.
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Coordinate and manage the Executive Director’s schedule, ensuring strategic prioritization of competing demands in alignment with organizational priorities; coordinate travel, registrations, expense requisitions, and reimbursements for the Executive Director and Board; forward training records to HR as required.
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Coordinate and support meetings for the Senior Leadership Team, Management, All-Staff, Board, and Committees, including agenda preparation, distribution of materials, attendance, and minute-taking, and track action items and decisions to support follow-through on commitments.
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Organize events, community meetings, and the Annual General Meeting, including advertising, logistics, invitations, and assist in the creation of the Annual Report.
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Provide advanced governance support to the Board of Directors and Committees, including ensuring alignment with established governance frameworks, by-laws, and procedural requirements (for example, Robert’s Rules of Order), and providing guidance on governance processes, procedural requirements, and Board operations.
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Facilitate and coordinate Board governance processes, including recruitment, orientation, training, and ongoing education; ensure governance documentation, policies, compliance requirements, confidentiality agreements, background checks, and mandatory training are complete, current, and accurately tracked.
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Coordinate and administer the organization ’s service user complaint process, including intake, documentation, tracking, and escalation as required; organize and support complaint review panels by preparing materials, coordinating participants, and ensuring processes are followed in an equitable, consistent, and confidential manner.
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Act as liaison between the Executive Director, Board, external partners, and stakeholders.
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Support internal and external communications, ensuring alignment with organizational tone, reputation, and stakeholder sensitivities, including drafting content for social media, newsletters, and crisis communication plans.
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Assist with grant writing, including research, drafting, and submission of proposals.
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Support procurement processes, including coordinating quotes, purchase orders, and vendor relationships.
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Proactively monitor and advance executive and Board priorities, ensuring timelines, deliverables, and follow-ups are clearly tracked and completed, including following up with responsible parties to support accountability.
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Assist with financial processes including budget tracking, invoice processing, and procurement coordination.
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Manage crises and conflicts professionally in a fast-paced environment.
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Provide backup support to the Executive Assistant to the Directors.
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Adherence to all organizational policies, procedures, and standards, including the Code of Conduct, and positive representation of the organization in all interactions
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Assist with special projects and perform other duties as assigned.
SKILL REQUIREMENTS:
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Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Teams).
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Strong organizational, time management, and prioritization skills.
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Excellent written and verbal communication skills, including grant and social media writing.
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Discretion, tact, and confidentiality in handling sensitive information.
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Ability to work collaboratively with staff, Board members, community partners, and stakeholders.
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Strong judgment, critical thinking, and problem-solving skills.
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Ability to manage conflict and perform effectively in high-pressure environments.
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Supports equitable and inclusive practices within the organization ’s administrative, governance, and communications processes.
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Demonstrated, in-depth knowledge of not-for-profit governance practices, including Board operations, governance structures, and procedural rules (for example, Robert’s Rules of Order), with the ability to confidently support and guide Board processes.
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Financial literacy, including budgeting, expense tracking, and procurement processes.
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Digital and social media skills, including website content management, analytics, and demonstrated experience developing and managing content using platforms and design tools (for example, Canva or similar applications).
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Highly developed ability to anticipate needs, exercise sound judgment, and manage competing priorities with minimal direction.
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Adaptability and interpersonal sensitivity, with the ability to navigate complex stakeholder relationships diplomatically.
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Awareness of and respect for cultural diversity, including Indigenous communities, in professional interactions and communication.
PERFORMANCE INDICATORS
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Meetings, agendas, minutes, reports, and documentation are prepared and distributed accurately and on schedule.
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Travel arrangements, registrations, procurement, and expense processing are completed efficiently and within budget.
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Correspondence, inquiries, and complaints are handled professionally, confidentially, and promptly.
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Social media posts, newsletters, and other communications are accurate, consistent, and aligned with organization messaging.
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Board and Committee processes are well-managed, with materials aligned to governance standards and distributed on time; guidance provided supports effective and compliant decision-making.
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Board and Committee meetings are well-organized, with all materials distributed on time; Annual General Meetings and governance events meet quality standards.
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Special projects, grant submissions, and procurement activities are completed on time and meet quality expectations.
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Demonstrates discretion, tact, and confidentiality, maintaining professionalism under pressure and managing conflicts effectively.
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Collaborates effectively with the Executive Director, Board, staff, and external partners, showing initiative, adaptability, and problem-solving skills.
KNOWLEDGE & EXPERIENCE
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3-year college diploma in Business Administration, Office Administration, Executive Office Management, Communications, or a related discipline; a Bachelor’s degree and/or Certified Administrative Professional (CAP) designation is strongly preferred, or an equivalent combination of education and progressively responsible, directly related experience at a senior executive level.
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Minimum of 5 years’ experience providing senior-level, high-impact administrative support to executives and Boards of Directors, preferably within a not-for-profit or public sector environment.
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Demonstrated experience directly supporting Board governance processes, including agenda development, minute-taking at a governance level, and coordinating Board and Committee activities.
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Bilingualism is preferred.
WORKING CONDITIONS:
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This position involves a combination of in-person office-based work and occasional community or stakeholder consultations.
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Regular travel within the county is required; access to a reliable vehicle is necessary.
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The role requires periods of light physical activity. This included constant sitting, standing or walking, regular handling of lightweight objects (10lbs. weight) or constant visual attention to detail.
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Must be available to work outside regular business hours as required, including evenings and weekends to support Board and Committee responsibilities.
Salary:
$39.54-56.84 per hour
