Executive Assistant Payroll and Human Resources

Executive Assistant /Payroll and Human Resources

The Ontario Library Service is a transfer payment recipient of the Ministry of Tourism, Culture and Gaming. The organization is governed by a 13-member board, which receives its authority from the Public Libraries Act, the Corporations Act, and its Letters Patent.

The purpose of the Ontario Library Service is to provide programs and services on behalf of the Ministry by:

1. Increasing cooperation and coordination among public library boards and other information providers in order to promote the provision of library services to the public.
2. Assist public library boards and First Nations public libraries by providing them with services and programs that meet their needs, including consultation and training and development services.

We are seeking a reliable, detail-oriented individual with a strong focus on accuracy and effective proofreading skills to support key administrative functions.

Job Overview:

• To provide a range of executive level administration, payroll and human resources support functions to the OLS.
• To collaborate and share expertise openly and freely within the OLS’s dynamic teamoriented environment, working closely with colleagues to achieve organizational goals.

MAJOR RESPONSIBILITIES:

Payroll and Human Resources Administration:

• Responsible for bi-weekly and year-end payroll processing in ADP Workforce Now.
• Maintains organization-wide vacation and attendance schedules and advises supervising staff of potential conflicts.
• Maintains master list of human resources information, tracks all critical dates for probation, contracts, merit and vacation increases, etc.
• Handles all administrative tasks for HR including recruitment, hiring, and onboarding.
• Acts as plan administrator and liaison with the extended health care benefits carrier.

Board of Directors Support:

• Maintains Board SharePoint document portal, correspondence and related files.
• Supports CEO and COO in preparing Board meeting packages.
• Coordinates virtual and in-person board meetings.
• Attends all Board meetings to draft board minutes, respecting confidentiality and following the prevailing governance processes.

Administrative Support:

• Provides confidential support and research to the OLS Executive Team.
• Handles Executive Team correspondence, meeting calendars, and travel arrangements.
• Maintains OLS operational policy review schedule.
• Coordinates virtual and in-person meetings as required.
• Maintains client contact data records in conjunction with other OLS staff.
• Assists COO with collection of statistical data for stakeholder reports.

SUPERVISION / LEADERSHIP:

• The job requires the employee to regularly provide training, coordinating, and support to other employees on job tasks and procedures.

WORKING CONDITIONS:

• Office/telework environment, occasional weekend work for attendance at board meetings (currently 3 Saturdays per year), very limited travel.

WORK BEHAVIOURS

• Acts with integrity in actions, thoughts, and communication to instill trust, confidence and connection with all stakeholders.
• Recognizes the value of diverse viewpoints in collective efforts to problem solve and expand solutions.
• Maintains confidentiality and recognizes when information is of a sensitive nature.
• Demonstrates loyalty to the organization’s shared values, as well as loyalty to the clients we serve.
• Commits to productively meeting organizational priorities, through effective time management, punctuality, and the sharing of information.
• Invests time and energy in cultivating positive working relationships.

JOB REQUIREMENTS / EDUCATION / EXPERIENCE:

• Two-year Administrative/Business related college diploma or equivalent
• Three years senior administrative experience
• Experience with ADP Payroll, preferably Workforce Now.
• Excellent oral and written communication skills in English.
• Proficiency in MS 365, including experience with SharePoint, MS forms and Access.
• Ability to work effectively both independently and collaboratively in a team environment. §Superior planning and organizational skills.
• National Payroll Institute PCP or PLP designation an asset.

LOCATION:

Hybrid – minimum of 3 days per week at OLS office in Sudbury

TERMS OF EMPLOYMENT:

Full Time/Permanent (35 hours/week)

COMPENSATION:

$65,709-$77,305, a competitive extended health benefits package and participation in the OMERS pension plan.

REPORTING TO:

Chief Administrative Officer

If you are interested in joining our team, please forward your resumé and cover letter to kreid@olservice.ca before Friday, July 3, 2026, at 5:00 p.m.

Candidates who will be offered interviews will be contacted by Thursday, July 9th, 2026.

OLS is an equal opportunity employer. If any accommodation is needed throughout the recruitment process, the applicant should bring it to the attention of the COO at kreid@olservice.ca or 647-264-7332.