Executive Assistant to Superintendent
of Human Resource Services and Staff Well-Being
PASS Grade 3 $63,986 to $72,018
Reporting to the Superintendent of Human Resource Services and Staff Well-Being, you will demonstrate your professional and personal commitment to the Board’s Multi-Year Strategic Plan. Grounding their actions and behaviours within the Ontario Human Rights Code, the incumbent will provide confidential administrative support related to the Superintendent’s portfolio of responsibilities and the Human Resource Services and Staff Well-Being division. The incumbent will act as a communication liaison for Board Trustees, Executive Council, school principals and vice-principals, managers, supervisors, union leaders and association chairs. The incumbent will be a pro-active systems thinker who can effectively manage multiple tasks, shifting priorities and urgent timelines while maintaining strict confidentiality with all information shared verbally, written, internally and externally.
At HWDSB, staff wellness is a priority. We are committed to co-creating and fostering an environment where staff feel safe, valued, and supported. We are continuously striving to support the needs of our diverse community and actively work to foster and maintain a culture of human rights.
Our holistic Staff Wellness program has been designed to support employee’s well-being in all dimensions of health. As one part of this comprehensive program, all staff as well as their dependents have access to free and confidential supports through our Employee and Family Assistance Provider (EFAP), in addition to many other program components.
Duties include, but are not limited to :
Receive and respond to inquiries and concerns, both verbal and written, from internal and external associates on behalf of the Superintendent.
Research and compile required information for meetings, reports, inquiries, agendas and presentations on behalf of the Superintendent.
Maintain and administer the professional calendar of the Superintendent and Senior Manager.
Support the organization and coordination of meetings, activities, and events related to the Human Resource Services and Staff Well-Being division.
Work collaboratively with the Human Rights and Equity Department, community leaders and other key individuals on the continued implementation of the Employment Equity Action Plan and the necessary recommendations with the Action Plan
Maintain confidential files and records, including budget tracking and reports.
Organize and prepare personal service contracts and pay for retired school administrators.
Coordinate school coverage and assignments of retired school administrators with the Superintendent
Maintain HR SOSA budget in conjunction with the Superintendent.
Process all invoices from the Superintendent’s office and reconcile purchasing card statements.
Support the operational requirements of the office of the Senior Manager of Human Resource Services and Staff Well-Being when needed.
Organize and support the onboarding and off-boarding of school administrators.
Support onboarding new Human Resource Services and Staff Well-Being staff
Provide support to various projects within Human Resource Services to increase overall efficiency and effectiveness.
Provide administrative support preparing for and during Trustee Human Resource Committee meetings.
Provide support to the department divisions based on operational needs during peak service times (for example, hiring, HRIS data management, labour relations and staffing)
Support fellow Executive Assistants as needed and participate in professional learning.
Other duties as assigned.
College diploma/certificate in Office Administration or related field of study.
Minimum five years of relevant experience in a senior administrative support role
Post-secondary education in Human Resources considered an asset.
Comprehensive knowledge of the Ontario Human Rights Code, Ministry of Education and Board policies and procedures, and the complex and reciprocal connections among different elements of the organization.
Thorough knowledge and understanding of the Board’s Mission, Annual Plan, policies, and directives.
Thorough knowledge and understanding of the Board’s Indigenous Education Circle Strategic Action Plan and Equity Action Plan.
Demonstrate an anti-oppressive/anti-racist understanding and be responsive to the needs and interests of diverse individuals.
Demonstrated commitment to working in a diverse work environment and uphold the Ontario Human Rights Code to ensure all staff bring their true selves to work daily.
Demonstrated management, planning, analytical and problem solving skills
Exceptional organizational skills including the ability to adapt to changes in priorities, assignments, and other disruptions on a day-to-day basis
Excellent written and verbal communication skills
Highly developed interpersonal skills with an emphasis on teamwork, conflict resolution and client service
Experience and comfort with autonomy and decision making within a defined scope in a highly confidential environment
High level of proficiency using Microsoft Office and web meeting tools
Availability and flexibility to work outside of regular business hours when required.
Deadline for submission is 4:00pm on Monday, September 25, 2023 . Applicants who are short-listed for this position will be invited for an in-person interview at the HWDSB Education Centre (wheelchair accessible) the week of October 2nd . If you require accommodation, please notify us in advance and we will work with you to meet your needs as HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds.
Hamilton-Wentworth District School Board (HWDSB) is committed to building inclusive learning and working environments where students see themselves reflected in the curriculum, staff population, physical surroundings and the broader community.
HWDSB’s mission is to empower students to learn and grow to their full potential in a diverse world. Guided by this mission, HWDSB strives to build a workforce that embodies the values of human rights, equity, diversity and inclusion, while reflecting and welcoming the diverse and distinct identities, experiences and needs of our students and our communities.
HWDSB seeks qualified candidates who share our commitment to equity and inclusion, and who will contribute to the vision of creating inclusive and equitable outcomes. HWDSB especially invites and welcomes applications from:
- Indigenous Peoples (e.g. First Nations, Métis and Inuit peoples);
- Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin; (e.g. Black and racialized communities, immigrant communities, etc.)
- Persons with visible and/or invisible (physical and/or mental) disabilities;
- Persons who identify as women; and
- Persons of marginalized sexual orientations, gender identities, and gender expressions. (i.e. Two-Spirit and LGBTQIA+)
As part of HWDSB’s commitment to employment equity and removing barriers to groups that have faced and continue to face barriers in employment, we invite all applicants to complete a voluntary question(s) that collects identity-based information. The voluntary question(s) is on the Apply to Education applicant profile page.
HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds. If you require accommodation, please notify us in advance and we will work with you to meet your needs.
HWDSB is located on ancestral Anishinaabe and Haudenosaunee Confederacy land as determined by the Dish with One Spoon treaty. The Dish with One Spoon wampum belt represents the treaty relationship between the Haudenosaunee Confederacy and Anishinaabe with respect to sharing the land and resources thereon. The intent of this agreement is for all nations sharing this territory to do so responsibly, respectfully and sustainably in perpetuity. We respect the longstanding relationships with the local Indigenous communities, the Mississaugas of the Credit First Nation and the Six Nations of the Grand River.
Applicant Self-Identification Form
The information collected on this form is used to monitor HWDSB’s progress toward our equity goals including our commitment to diversity in HWDSB recruitment and hiring practices. We are committed to the security and confidentiality of information under our control, and to the protection of privacy with respect to personal and confidential information that is collected, used, disclosed and retained in the system (Policy 1.6 - Privacy). Information on this form is collected pursuant to Ontario’s Education Equity Action Plan (Ministry of Education) and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Access to this form is restricted to specific individuals in Human Resources. The Research and Analytics Department will use aggregate data from all the forms (not individual data) for internal reporting. Their access and use of the data is governed by MFIPPA and ethical research practices. Applicant Self-Identification Forms will be maintained in the Human Resources job competition file and securely destroyed 1 year after the job posting for candidates not selected for an interview and 6 years after the job posting for candidates interviewed, in accordance with general records retention principles.
If you prefer not to answer any of the questions, you can select “prefer not to answer”. This in no way affects your application or the applicant selection process. If you have questions or concerns about this form please contact [email protected].