Executive Assistant

Employment Status: Temporary Full-Time (Non-Union) Reason for Vacancy: Leave of absence Duration: Approximately 18 months Hours: 35 hours per week. This may include evenings and weekends to attend meetings and/or events. Work Environment/Location: Central Branch. Some travel to various library sites and external events will be required. Hybrid work arrangement may be considered after probation. Are you a strategic thinker who is always thinking two steps ahead? Are you highly organized and have superior communication skills? Do you want to be part of an exciting team that is leading change? If you answer yes to each of these questions, the role of Executive Assistant may be for you. In this role, you’ll support OPL’s CEO and Executive Management team to drive the strategic direction of the Library. What You'll Do As an Executive Assistant you will: Support activities for the OPL executive management team and the OPL Board. Anticipate the needs of the CEO and help the executive team by serving as liaison between them and the CEO. Manage and coordinate the CEO’s complex calendar, including scheduling meetings, prioritizing commitments, resolving conflicts, and ensuring optimal use of executive time. Provide and arrange administrative and clerical support for meetings and events hosted by the CEO’s office including collecting background material and preparing information for meetings (agendas, minutes and presentation items). Support Clerk’s office with the administration of OPL Board agendas and packages. Coordinate travel arrangements, prepare itineraries, plan logistics, and submit expense reports. Manage onsite and offsite meetings logistics in terms of facilitation of venue contracts, room management, catering, budget alignment, coordinating IT, execution of required activities. Oversee centralized records and archival system, for regular and confidential files; including classification, retention, retrieval and disposal of all Library records, ensuring compliance with the Freedom of Information and Protection of Privacy Act, other relevant legislation, and the Library policies and procedures. Draft, review and issue CEO office communication (internal / external), including maintaining web updates to the Library’s intranet and external website that fall under the CEO’s Office. Support reports/presentations through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats such as Word, Excel and PowerPoint. Represent the Library as a member of Town of Oakville’s CREST organization; providing information and direction inquiries to the Library’s policies, procedures and processes Provide exceptional customer service to all internal and external customers Maintain a high level of confidentiality and discretion Assist with other duties as assigned Is this a good fit for you? We're Looking For Someone Who Can Demonstrate strong communications skills, both written and verbal, to convey the messages of the CEO office. Demonstrate ability to understand various business scenarios and cope with them effectively Utilize excellent communications skills, both written and verbal, to convey the messages of the CEO office. Apply proven ability to work with minimal direction in the performance of a variety of duties requiring good reasoning skills to establish and maintain effective and efficient office operations. Exhibit excellent time management skills. Ability to prioritize and support multiple projects and deadlines. Demonstrate analytical skills such as critical thinking and data analysis Demonstrate professionalism, sound judgment, diplomacy, tact, empathy, confidentiality and discretion. Demonstrate ability to initiate changes and coordinate required efforts to improve Library operations. Prepare and maintain accurate records, files and documents related to the CEO office operations. Demonstrate understanding of importance of diversity and ability to exhibit cultural sensitivity. Exhibit working knowledge of content / document management systems (e.g. Sharepoint), along with a knowledge of electronic equipment (camera, video recorders, LCD projection, etc.). Your Experience And Educational Background Community College diploma specializing in Business Administration and/or Public Administration. Minimum 3 years of progressively responsible positions that have resulted in outstanding administrative skills complemented by an understanding of municipal government and service delivery. Proficiency in Microsoft Office Suite (including Word, Outlook, PowerPoint, Excel) and Adobe Creative Suite. Hold a valid driver’s license. Who are we? Oakville Public Library strives to fulfill our mission of cultivating discovery and creativity in every phase of life. We are focused on exceptional customer service to meet the needs of the children, youth, adults, and seniors utilizing our physical or online services. We continue to be agile in our mandate to meet the needs of the residents of Oakville. What is it like to work at Oakville Public Library? It's challenging, stimulating, and hugely rewarding. Our positions offer tremendous diversity and excellent opportunities for professional growth. Every day, we commit to providing access to tangible resources and programs that inspire, encourage, and provoke thought for the residents of Oakville. Oakville Public Library uses the Town of Oakville’s recruitment software. The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates. Applications will be accepted on-line at opl.ca in the current opportunities section no later than midnight on August 13, 2026. Oakville Public Library is an equal opportunity employer and is pleased to accommodate individual needs in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) within our recruitment process upon request. If you require accommodation at any time throughout the recruitment process please contact Human Resources at A Police Record Check will be required for all employees and volunteers of the Oakville Public Library. Successful applicants must submit the Police Record Check (dated within the last six months) prior to or on the first day of employment. Oakville Public Library endeavours to provide a safe environment for all its employees. We thank all applicants for their interest, however, only those candidates considered for an interview will be contacted.

Provide high-level administrative and strategic support to the CEO and Executive Management team, including complex calendar and travel management. Oversee board administration, corporate records, and internal/external communications for the CEO's office.

Requires a Community College diploma in Business or Public Administration and at least 3 years of progressive administrative experience, preferably in municipal government. Proficiency in Microsoft Office, Adobe Creative Suite, and a valid driver's license are required.

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• Analyse de donnéesSouhaitée
• Gestion de projetSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Calendar Management
• Executive Support
• Strategic Thinking
• Communication Skills
• Records Management
• Travel Coordination
• Event Planning
• Data Analysis
• Confidentiality
• Time Management
• Project Coordination
• Customer Service
• Microsoft Office Suite
• Adobe Creative Suite
• Sharepoint
• Public Administration

• Administrative
• Government & Public Sector
• Management & Leadership

Formation minimale

Diplôme collégial

Expérience minimale

2+ ans

Postuler avant le

5 sept. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Mid-Senior level