JOB DESCRIPTION
Position:
Executive Assistant
Reports to:
Director of Human Resources
Employee Group: Non Union
Qualifications and Experience:



Completion of Community College business administration diploma or equivalent and 3
years experience
Knowledge and experience in processing employee benefits programs
Proficient in MS Office (Excel, Access and Word software)
Characteristics and Abilities:
 Team player demonstrating effective and cooperative working relationships with all
employees
 Effective communication and interpersonal skills
 Self starter, open to testing new ideas that may improve performance
 Excellent time management and data handling skills
 Attention to detail
 Ability to maintain strict confidentiality.
 Awareness of Board policies, processes and developments that affect the Human Resources
Department
Task Dimensions:
 Provides confidential administrative support for the Director of Human Resources. For
example:
o Perusing, sorting and presenting correspondence for action or information to appropriate
personnel, and subsequently, following up to ascertain response, if required.
o Arranging meetings and notifying appropriate parties of such arrangements.
o Drafting correspondence for distribution over the signature of the Director of Human
Resources.
o Drafting and producing reports for distribution.
o Responding via telephone and/or email to public inquiries and routine requests for
information from staff and the public.

Maintains accurate and up-to-date employee records. For example:
o Ensuring that police records checks and Child Abuse Registry checks are completed and
files maintained.
o Reviewing and maintaining classes taught information for a group of schools, as assigned
by the Director or Coordinator of Human Resources.
o Maintaining personnel files as directed by the Director of Human Resources.
o Assisting the Director with preparatory work for negotiations, such as formatting Articles
Approved by: Nancy Pynch-Worthylake, Superintendent of Schools
2011.09.22
for sign off.

Assists the HR department in the staffing process. For example:
o Preparing all documentation required for hiring process, including correspondence and data
activation sheets.
o Managing the on-boarding process for newly hired and transferring employees in Sonic.
o Collecting and maintaining data on enrolment and class size.
o Assisting the Director of Human Resources with data input support for the Human Resource
Management Information System.

Provides confidential administrative support for the Human Resources Committee of the South
Shore Regional School Board. For example:
o Preparing and circulating agendas, materials and other documentation for the HR
Committee meetings.
o Attending HR Committee meetings.
o Recording and transcribing HR Committee meeting minutes.
o Distributing HR Committee minutes and other documentation.
o Preparing and distributing correspondence for all HR Committee requests and appointments.
o Prepares and distributes reports and correspondence as required by the Director of Human
Resources or the Coordinator of Human Resources.

Assists in the accurate entry and maintenance of personnel information as required, for
example:
o Processing all SAP entries for substitute and casual employees.
o Processing all SAP entries for employee personal information maintenance.

Manages substitute and casual employees. For example:
 Maintaining AESOP system for all employee groups, including setting up system for
implementation of employee groups.
o Acting as the AESOP Navigator for all employees and substitutes.
o Maintaining and distributing substitute and casual lists.
o Managing substitute applications in Sonic.
o Preparing letters and substitute / casual packages as required.
o Providing AESOP training as required.

Coordinates the Employee Wellness Plan, for example:
o Assisting the Director to develop and administer a long-term strategy for wellness.

Complies with Occupational Health and Safety Act and Regulations.

Performs other related duties as required.
Approved by: Nancy Pynch-Worthylake, Superintendent of Schools
2011.09.22