Position Summary
Resumes are being accepted for the position of Administrative Assistant for the Guelph Public Library. Reporting to the Chief Executive Officer (CEO), this position will perform a variety of highly responsible, confidential and complex administrative duties primarily in support of the CEO and Management Team but also in support of the Guelph Public Library’s Board of Governors. This position will have a strong focus on organizational, Board governance and administrative support.
About the Guelph Public Library
Guelph Public Library (GPL) is one of the oldest public libraries in Ontario. With over 1,500 daily visits and two million resources checked out annually, we're proud to be a hub of community activity where patrons can explore, connect, and thrive.
Our new strategic plan, From Barriers to Bridges, outlines our path forward over the next four years. Our goal is that our community, staff, and partners expect empowerment each and every time they interact with us. We're looking for employees who aspire to empower others with their commitment to fostering trust, deepening belonging, nurturing curiosity, and cultivating resilience.
Hours of Work
Operating hours of the library - 35 hours per week, 9:00 a.m. – 5:00 p.m., Monday to Friday; however, some flexibility will be required to attend meetings and support various initiatives. The role requires 1 evening per month.
Duties
· Provide high-level administrative support to the CEO and Board Members, handling sensitive and confidential matters with discretion.
· Organize, prepare, and distribute agendas, minutes, and reports for the Board and Committees, ensuring transparency, accuracy, and timely information sharing.
· Maintain and update the GPL Board website to ensure public access to accurate and current governance information.
· Apply knowledge of Board governance best practices and Robert’s Rules of Order to support effective and compliant meeting procedures
· Manage the CEO’s schedule, meetings, travel arrangements, and expense reporting to ensure effective time management and prioritization of commitments.
· Receive, screen, and organize communications (calls, mail, email) to the CEO, exercising sound judgment to determine priority and urgency.
· Research, draft, edit, and prepare correspondence, reports, presentations, media materials, and other documentation.
· Conduct basic research and benchmarking to support decision-making and planning.
· Coordinate and attend Board and Committee meetings, special events, and programs; transcribe and distribute minutes; track and follow up on assigned action items.
· Coordinate travel, conference, workshop, and meeting logistics for staff, including registrations, enabling professional development and representing the organization effectively.
· Ensure organizational policies are properly formatted and fully compliant with AODA standards, supporting clarity and accessibility across documents.
· Provide backup support for HR functions as needed, contributing to efficient and consistent staff management processes.
· Facilitate clear and timely communication between the GPL Board, CEO, staff, and community stakeholders.
· Maintain positive, professional relationships with peers, representatives of other municipalities, private sector contacts, and the public.
· Identify, anticipate, and manage emerging issues and challenges, recommending organizational or procedural improvements where appropriate.
· Plan and deliver well-organized events, including Library Board and management meetings, ensuring all logistics, materials, and communications are managed to a high standard.
· Coordinate vendor management within facilities under the direction of the CEO and Management Team.
· Complete special projects and other assigned tasks in support of organizational goals.
Qualifications
Section A – Your application must describe your qualifications as the relate to:
· Minimum of two years of administrative experience, including report preparation, coordinating meetings and events, and managing agendas and minutes. This experience is typically gained through completion of a diploma in Business Administration or a closely related field, along with providing administrative support to senior management. Equivalent combinations of education and experience will also be considered.
· Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment and meet stringent deadlines.
· A self-starter with good critical thinking and problem-solving skills.
· Excellent oral and written communications skills along with experience in Accessibility for Ontarians with Disabilities (AODA) requirements, and public report development.
· Excellent interpersonal and team skills and deliver exceptional customer service both internally and externally.
· A high level of professionalism and be flexible in adapting to change.
· Ability to respect and maintain a high level of confidentiality with sensitive issues.
· Advanced skills with Microsoft Office (Word, Excel, PowerPoint and Outlook).
· Experience providing administrative support in a public sector or municipal environment is an asset.
· Experience with Teams, Sharepoint, JD Edwards, WAM, ChromeRiver, UKG would be an asset.
· Knowledge of the Occupational Health & Safety Act.
Section B – Physical Demands and Working Conditions:
This professional role is based in a dynamic public library environment and requires a balance of desk-based work, directly with vendors and the public. The position involves extended periods of computer use, movement throughout library spaces, and occasional lifting or handling of library materials and equipment. Travel between library branches and to community locations may be required to support management team or board initiatives. Evening and weekend shifts may be part of the work schedule on occasion. The role also requires the ability to adapt to changing priorities in a fast-paced, public-facing setting.
Notes
· Applicants are required to demonstrate in their application how their qualifications match those specified above. Assessments based on all of the objectives and qualifications listed above will be a part of the interview, and a written and/or practical test may be administered.
· Employment is conditional upon satisfactory criminal record and vulnerable sector check.
An employee reference check is also required.
Job Type: Full-time
Pay: $59,696.00-$74,620.00 per year
Benefits:
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
Application question(s):
- Do you have working experience using Board governance best practices and Robert’s Rules of Order to support effective and compliant meeting procedures.
Experience:
- Administrative: 2 years (required)
Work Location: In person
Application deadline: 2025-09-05
Expected start date: 2025-09-15