Job Description

Job Title:

Executive & HR Assistant (Temporary Contract - 6 Months, with Potential Extension)

Position Overview

We are seeking an Executive & HR Assistant to join our team on a temporary basis, providing essential coverage during a maternity leave. This role will run for six (6) months, with the possibility of extension.

The successful candidate will provide comprehensive administrative support to the Executive Director, including calendar management, correspondence handling, meeting coordination, and preparation of reports and presentations. The position also supports the Human Resources function by maintaining employee records, assisting with recruitment and onboarding, coordinating training, and responding to employee inquiries.

A key aspect of this role includes acting as back-up for payroll processing and benefits administration in the absence of the Payroll Administrator, ensuring accuracy and compliance with payroll-related legislation and organizational policies.

Key Responsibilities

Executive Support

Manage the Executive Director's schedule, coordinate meetings, and prepare agendas. Handle calls, emails, and correspondence, ensuring priority matters are addressed. Coordinate travel arrangements (flights, accommodations, transportation). Maintain confidential records and files. Serve as a liaison between the Executive Director and internal/external stakeholders. Oversee general office administration tasks (supplies, expense tracking, etc.). Perform additional duties as required.
Human Resources Support

Maintain and update employee records within HR systems. Support recruitment activities and facilitate new employee onboarding. Provide information to employees regarding benefits, policies, and procedures. Process employee leaves and departures. Assist with organizing employee engagement initiatives and company events. Help implement HR policies and processes.
Payroll & Benefits Support (Back-Up)

Enter and verify employee data in the payroll system. Review and reconcile timecard submissions. Assist with payroll runs, including overtime and submission approvals. Support administration of employee benefits, pension plans (OMERS), and WSIB. Ensure payroll compliance with legislation and collective agreements. Handle confidential payroll and compensation information with discretion.

Qualifications & Skills

Strong organizational and multitasking abilities with attention to detail. Skilled in MS Office applications (Word, Excel, Outlook, PowerPoint). Ability to work independently, prioritize effectively, and problem-solve. Excellent written and verbal communication skills with high confidentiality. Familiarity with employment legislation, payroll processes, and benefit administration considered an asset. Previous experience with Dayforce or similar HR/payroll software is an advantage. Experience working in a unionized environment is preferred. Payroll education or membership with the National Payroll Institute is beneficial.

Contract Details

Temporary, 6-month contract to cover maternity leave. Potential extension based on organizational needs.
This position requires adaptability, professionalism, and discretion, ensuring seamless support across executive, HR, and payroll functions.

Job Types: Full-time, Fixed term contract
Contract length: 6 months

Pay: $55,000.00 per year

Benefits:

On-site parking
Work Location: In person