Executive Assistant and Office Manager

Employment Opportunity

Executive Assistant and Office Manager

Victim Services of Stormont, Dundas, Glengarry and Akwesasne

Background

Victim Services of S.D.G. & A. is a non-profit organization dedicated to providing assistance to individuals who have been victimized as a result of a crime or tragic circumstance. We also provide prevention services and education regarding various topics of victimization and social issues. Our agency works in partnership with police, emergency responders, Justice partners and other community-based services to ensure individuals receive the help they need to assist them in the development of their personal path to wellness.

We are seeking a full‑time, permanent, bilingual (English/French) Executive Assistant & Office Manager to provide high-level administrative, operational, technological, and financial support to the Executive Director and the agency as a whole. This position plays a central role in ensuring the smooth functioning of daily operations, maintaining advanced IT systems and security, supporting organizational planning and evaluation, and contributing to a positive and collaborative workplace culture.

This is a 35-hour-per-week position with serving the communities of Stormont, Dundas, Glengarry, Akwesasne, and Prescott-Russell. Travel within these communities is required.

Duties and Responsibilities

Service Delivery/Office Support:

• Research, documents, and implements office, program, and administrative systems to maximize operational efficiency across all programs.
• Supports the Executive Director with the enforcement of agency protocols.
• Provides advanced IT support as the agency’s primary technology resource, including server and backup systems, network security and cybersecurity protocols, VOIP and telephone systems, computers, laptops, mobile devices, printers and client management database systems, website and social media platforms.
• Orders and maintains office supplies and tracks inventory needs.
• Supports the Executive Director with all incoming/outgoing correspondence.
• Provides backup telephone coverage when needed.
• Acts as on-call Manager for the Urgent Response Program on a rotational basis.
• Supports staff with administrative and operational needs to ensure smooth workflow.
• Coordinates registration, travel accommodations, itineraries, and mileage reimbursements for professional development activities.

Executive Director and Administrative Support:

• Maintains an accurate inventory of fixed assets. Supports the Executive Director in planning and coordinating Board meetings, including scheduling, agenda preparation, minute-taking, presentations, follow-up actions, and meal arrangements.
• Assists with monthly, quarterly, and annual reports; funding submissions; statistical reporting; and audit preparation.
• Ensures internal financial controls and supports donation tracking, receipts, and reconciliation.
• Assists the Executive Director with financial processes including invoicing, payroll, accounts payable/receivable, donations, sponsorships, and agency credit card administration.
• Establishes and maintains vendor relationships, renewals, and service agreements.
• Assists with evaluating vendors and identifying opportunities for cost effectiveness and improvement.
• Provides support for building maintenance tasks and daily operational needs.
• Assists with planning professional development and agency events, fundraising activities, and staff wellness initiatives.
• Prepares internal communications, memos, updates, and procedural reminders on behalf of the Executive Director.
• Identifies and researches potential grant opportunities to support agency growth.
• Acts as a liaison for the Executive Director in his/her absence (excluding client consultations).
• Performs additional duties as assigned.

Human Resource Support

• Maintains strict confidentiality regarding all personnel, client, and organizational information.
• Stays current on HR legislation relevant to nonprofit operations.
• Supports recruitment, onboarding, personnel file management, and tracking of vacation, sick time, overtime, and training.
• Assists with developing and updating agency-wide policies and the Personnel Policy Manual.

Community Involvement and Outreach:

• Responds to telephone inquiries from community agencies, emergency services, and the public regarding agency programs.
• Represents the Agency at community events as requested.
• Travels within S.D.G. & A. and Prescott-Russell to liaise with community partners.
• Participates in committees, networks, or coalitions related to agency programs.

Program Evaluation and Improvement:

• Supports the development and implementation of program evaluation processes.
• Collects and integrates evaluation data at file closure.
• Contributes to Team and Leadership Meetings with a focus on enhancing service delivery, efficiency, and cohesion.

Leadership & Organizational Culture

• Helps foster a positive, collaborative, and respectful workplace environment.
• Maintains strong working relationships with the Board, staff, and community partners.
• Participates in leadership planning sessions and strategic discussions.
• Works collaboratively as part of the management team with the Executive Director, Supervisor of Client Services, and Projects Coordinator.

The Ideal Candidate Would Possess the following skills and qualifications:

• College diploma in Administration, Human Resources, Human Services, or a related field.
• Minimum of three years of experience providing complex administrative support in a fast‑paced environment.
• Advanced knowledge of IT systems, including servers, backup systems, phones, mobile devices, websites, and client case management software.
• Proficiency with Windows, Microsoft Word, Excel, Access, and Outlook.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong administrative, organizational, and business skills.
• Initiative-taking mindset with the ability to anticipate needs and take initiative.
• Excellent interpersonal and communication skills.
• Fluency in English and French (spoken and written).
• Valid driver’s license and access to a reliable vehicle.
• High level of organization and ability to manage competing priorities.
• Strong critical thinking, problem-solving skills, and sound judgment.
• Demonstrated reliability, professionalism, and strong work ethic.
• Ability to provide a clear Vulnerable Sector Criminal Record Check.

Salary Range Based on Experience and Qualifications: $62,235 - $67,886

Please forward your cover letter and resume no later than 4:00 p.m. on April 10, 2026 to:

Mary Lynn Burns, Executive Assistant/Office Manager

Email: mburns@vsv-sdga.ca

132 Second Street East, Unit 104, Cornwall, ON K6H 1Y4

We thank all applicants but only those selected for an interview will be contacted. Victim Services SDG&A is an equal opportunity employer and is committed to having a workforce that reflects the diversity of the communities we serve. We encourage applications from members of equity-deserving groups, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, 2SLGBTQIA+ individuals, and those with diverse lived experiences. Accommodation is available throughout the recruitment process upon request.

Job Type: Full-time

Pay: $62,235.00-$67,886.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person