705-645-5231
The Bracebridge Library isn’t your typical library! We’re a thriving community hub and innovation space, offering everything from 3D printing to live concerts and creative workshops. Our team is passionate about making the library Anything but the Ordinary, and we’re looking for someone who shares that spirit.
If you’re a natural organizer who loves helping things run smoothly behind the scenes, the go-to person who keeps projects on track, calendars in sync, and information flowing, this could be the perfect opportunity for you. As our Administrative Assistant, you’ll be at the heart of our operations, supporting leadership, staff, and the community in countless ways every single day.
Position Summary
Reporting to the CEO & Chief Librarian, the Administrative Assistant plays a pivotal role in the success of the library. This position is responsible for ensuring day-to-day operations run seamlessly, providing administrative, financial, and front-line support while helping to shape an exceptional experience for both patrons and staff.
Core Duties & Responsibilities
- Administrative Coordination: Draft and distribute correspondence, memos, and reports; maintain procedures, manuals, and filing systems; schedule meetings and appointments; and support internal communication across departments.
- Board & Leadership Support: Prepare meeting agendas, take minutes, and assist with presentations, reports, and briefing materials for the CEO, Board of Directors, and management team.
- Customer Service & Front Desk Support: Provide friendly, professional reception in person and by phone; answer inquiries or direct patrons to the right services; and serve as backup support at the circulation desk during busy times.
- Room & Event Bookings: Manage meeting room reservations, coordinate schedules, process payments, and ensure booking policies and procedures are followed.
- Financial Administration: Process and code invoices, track expenditures, assist with budgeting and purchase orders, process deposits, balance cash intake, and liaise with the Town Finance Department and vendors.
- Policy & Records Management: Help update and implement organizational policies and ensure records and documentation are accurate, compliant, and securely maintained.
- Project & Program Support: Assist with grant tracking, fundraising administration, and data gathering; support special projects and new initiatives with research and coordination.
- Team Support & Office Operations: Maintain office supply inventory, coordinate orders, assist with technology troubleshooting, and ensure staff have the tools and information they need to do their best work.
What do you need to bring to this position?
- Post-secondary education in office administration, business, or a related field, or an equivalent combination of education and experience.
- Minimum of 3–5 years of relevant administrative experience, preferably in a municipal, library, non-profit, or public sector environment.
- Exceptional organizational and multitasking skills with strong attention to detail.
- Proficiency in Microsoft Office Suite and comfort with learning new systems and technologies.
- Excellent communication, interpersonal, and problem-solving abilities.
- Ability to work independently and collaboratively in a fast-paced, team-oriented setting.
- A current and acceptable Criminal Reference Check is required before employment.
Physical Demands and Working Conditions
Library staff members are responsible:
- To be familiar with and comply with the provisions of the Occupational Health and Safety Act and Regulations, and achieve a Certificate of Completion for the Ministry of Labour Occupational Health and Safety awareness training.
- To be familiar with and practice Library-specific health & safety policies and procedures, as well as adopted related policies established by the Town of Bracebridge, and to provide a Police Record Name check as a condition of employment.
- To take every possible precaution to protect themselves and fellow workers from health and safety hazards and unsafe situations.
- To report unsafe acts or conditions to their supervisor or the Library’s Health & Safety Representative, or any contravention of the Occupational Health and Safety Act.
- To report any occupational injury or illness immediately to their supervisor.
- To use personal protective equipment, where required.
Physical Demands & Working Conditions
- Sufficient physical ability and mobility to work in a dynamic library environment, including regular movement between office areas, service points, meeting rooms, and public spaces.
- Ability to sit, stand, bend, and walk for extended periods, and to perform tasks that require fine motor skills, manual dexterity, and regular use of office equipment.
- Frequent use of computers, digital systems, and other office technologies requires close visual focus, sustained concentration, and repetitive hand movements.
- Ability to safely lift, carry, and move office supplies, materials, and deliveries weighing up to 20 kg.
- Comfort working in proximity to various technologies and equipment, including printers, copiers, and other library or makerspace tools, which may occasionally require adherence to safety procedures or the use of personal protective equipment.
- Work may involve exposure to typical library and office conditions, such as noise from public spaces, dust from library materials, and occasional use of cleaning products or adhesives.
- Frequent need to balance competing priorities, adapt to shifting demands, communicate clearly and professionally with patrons, colleagues, and external partners, and manage interruptions in a fast-paced, collaborative environment.
Start date: January 2, 2026
Hours: Full-time, 35 hours per week, evening & weekend work will be required on occasion.
Compensation: $27.68-$32.37 per hour, commensurate with education & experience. Comprehensive benefits plan upon successful completion of probation.
Occupational Health and Safety awareness training from the Ministry of Labour and WHMIS training will be required. A current criminal record check, with vulnerable sector clearance will also be required for the successful candidate.
Closing: This position will remain posted until filled. Review of applications will begin at 9:00 a.m. on Monday, November 3, 2025.
Please submit your cover letter and resume in print or via email to:
Bracebridge Library
34 Salmon Avenue
Bracebridge, Ontario P1L 1C1
Attention: Crystal Bergstrome, CEO & Chief Librarian
E-mail: careers@bracebridgelibrary.ca
We thank all who apply; however, only those candidates selected for an interview will be contacted. No phone calls or follow-up inquiries, please. All personal information is collected under the authority of the Municipal Act, S.O. 2001, c. 25 and will be used to determine employment eligibility. The Bracebridge Library is an Equal Opportunity Employer and is committed to meeting its obligations under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Questions regarding the collection of information or accommodation should be directed to the Library CEO at 705-675-4171.
