Executive Assistant

Three Oaks Foundation (TOF) , located in Belleville , provides emergency shelter, second stage housing, supportive counselling and outreach services to abused women and their children in Hastings and Prince Edward Counties.

TOF is seeking *female applicants for a Full Time Executive Assistant to join their team

Key Responsibilities

 Human Resources

• Administer employee benefits including enrolments, communication, and liaison with benefit consultants.
• Coordinate attendance management, return-to-work, and accommodation initiatives.
• Facilitate new hire orientation sessions.
• Assist in the development and implementation of HR policies and procedures.
• Support collective agreement administration, including grievance documentation and research.
• Process payroll in accordance with collective agreements and agency policies. Financial Administration
• Manage accounts payable including invoice processing, reconciliations, cheque preparation, and supplier communications.
• Maintain accounts receivable including invoicing, payment tracking, and follow-up on outstanding accounts.
• Prepare and post journal entries and reconcile monthly bank statements.
• Assist with monthly and quarterly financial reports for management and funding sources.
• Support year-end accruals and general ledger maintenance. Executive & Administrative Support
• Maintain policy, procedures, service delivery, and employee training manuals.
• Maintain centralized agency databases and contact lists.
• Coordinate board packages, meetings, and Annual General Meetings.
• Record and distribute meeting minutes.
• Manage agency mail, filing systems, office supplies, and equipment.
• Provide support with IT systems and database management.
• Maintain records for financial and in-kind donations and issue tax receipts. Second Stage Housing Coordination
• Calculate geared-to-income rent amounts and liaise with Ontario Works and Ontario Disability Support Program.
• Issue notices as directed by the Executive Director.
• Maintain tenancy records and monitor maintenance and repairs.
• Coordinate contractors and service providers.

Qualifications:

Business Administration Diploma (including accounting) or related field, and/or equivalent experience.

• Minimum two years of accounting or bookkeeping experience.
• Experience administering collective agreements and HR policies.
• Strong computer proficiency including Microsoft Office, databases, Adobe, and accounting systems.
• Exceptional organizational skills and attention to detail.
• Ability to manage confidential information and work independently.
• Knowledge of financial management and record-keeping systems.
• Basic knowledge of issues relating to violence against women and children.
• Valid driver’s license and use of a vehicle.

Assets:

• Advanced computer skills.
• Understanding of the Not-for-Profit sector.
• Second language (ASL recognized as a second language at TOF).
• Knowledge of Employment Standards Act, WSIB, Human Rights Code, Occupational Health & Safety Act, and Charitable Status Act.
• Education or experience in Human Resources within a unionized setting.

How to Apply Here:

Interested candidates are invited to apply by submitting their cover letter and resume to the attention of:

Leah Morgan, Executive Director

[email protected]

Posting closes at 5:00 p.m. March 1^st, 2026

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