Executive Office Administrator - Jobs in Brampton, ON

Job Description

Support your community. Advance your career. Fulfill your purposeJoining the Canadian Mental Health Association – Peel Dufferin Branch means you’ll be part of something meaningful. For starters, we’re honored to have received the Canadian Non-Profit Employer of Choice Award for our efforts to help people live better. Providing support and services to those who live with mental illness, we’re committed to increasing awareness and addressing the stigma surrounding mental health. That’s why we’ve made it a priority to create a diverse organization that represents the communities we serve – and the people we help.What we offerAs a community-based agency, we’re dedicated to the mental, physical, and social health of everyone – including our team members. That’s why we’re proud to offer a total rewards package that helps our employees balance their professional and home life. You’ll also be empowered to keep learning new skills and reaching your goals – from developing a career growth plan to participating in training sessions.In addition to competitive benefits like health, dental and EFAP we offer our team members the following perks:

• 4 weeks accrued vacation
• 18 paid personal days plus 2 flexible days each year
• Healthcare of Ontario Pension Plan (HOOPP)
• Ongoing professional development plus $250 annual funding for continuing education and certifications
• $250 annual allowance to invest in achieving your personal wellness goals

We are currently seeking a full-time permanent Executive Office Administrator to join our team. The role of the Executive Office Administrator is to provide advanced level administrative support to the CMHA Peel Dufferin Senior Leadership Team (Chief Executive Officer, Senior Directors, Directors) and the Board, applying detailed agency knowledge in developing & maintaining administrative systems, information management and providing liaison between the Board of Directors, Chief Executive Officer, Senior Leadership, Management team, other organizational units, and internal/external clients and stakeholders, including Local Health Integrated Network (LHIN) representatives.This is a full-time (37.5 hours per week) permanent position, reporting to the Senior Director, Clinical Services, located at 601-7700 Hurontario, Brampton, Ontario. Due to Covid-19, remote work may be available.Salary band: $47,740.68 - $57,941.68 per year.What You Will Do

• Schedule and Calendar management - Coordinates and manages all logistics of the Senior Leadership Team’s calendars, meetings, teleconferences, and travels; Maintains vacation and leave requests for Senior Leadership Team’s direct reports.
• Document & information management - Independently composes, prepares, proofreads and/or edits complex correspondence and documents including narrative and information reports & business cases; compiles and organizes information requiring the understanding and evaluation of data sources; follows up as required with Senior Leadership Team; Supports the Chief Privacy Officer with required documentation and reports.
• Proposals - Supports the Senior Leadership team with preparation and tracking of Business Case and HSIP proposals to the LHIN and other funders.
• Project Management - Provides project management support to the Senior Leadership team.
• Logistics (Committees, meetings, events)
  • Provides general overall committee and meeting support
  • Responsible for all arrangements and organization of the Annual General Meeting
  • Organizes Employee Events and Town Halls in collaboration with Human Resources and/or Project Management Office (PMO); Plans and organizes the Annual Board Retreat.
• Presentations - Creates and updates Presentations for Senior Leadership as required, using a variety of presentation multi- media.
• Reporting, Invoices and Contracts
  • Processes invoices as per Organizational procedures; maintains Partner and Funder contracts and maintains Client Complaints & Concerns Log including Privacy complaints.
  • Maintains and updates the Organizational Structure chart.
• Board Of Directors
  • Provides overall administrative support to the Board of Directors including organization of board meetings and committee/task force meetings; preparation and timely distribution of packages, agendas, background materials and minutes of meetings.
  • Maintains the Board Orientation Manual, Board Governance Manual, Board By-laws, strategic plan and board policies.
  • Supports the Board in recruitment of New Board members and ensures that Board Orientation activities are scheduled.
• Training & Development
  • Organizes and develops training & development activities for the Program Administrative staff, including but not limited to administrative processes, Outlook Calendar scheduling, Quadrant Scheduling, Project Management software etc.
  • Leads the organizational Administrative Assistants Meeting on a monthly basis and provides feedback from the meeting to Directors and Managers on process related issues; Brings continuous improvement suggestions and works with the Admin team to implement across the organization.
• Provides back up coverage to the Executive Support office.
• Other related duties as assigned by the Senior Leadership team.

What you need to join our team

• Post-Secondary education from a recognized office administration program or an equivalent combination of education and recent and relevant experience.
• Minimum 5 years of experience in a senior or executive level administrative support position.
• Experience working with a volunteer Board of Directors and/or a not for profit or healthcare organization.
• Information Technology- E-mail, internet, word processing, database management, spreadsheets, presentations,
• Advanced expertise in Microsoft Office and Visio.
• Project management principles and systems; knowledge of MS- Project
• Verbal and written communication skills
• Flexible and adaptable
• Initiative and ability to think and work independently with minimal supervision
• Strong collaborative and interpersonal skills and ability to work with a multi-disciplinary team
• Satisfactory Criminal Police Records check, Valid driver’s license, relevant insurance and reliable vehicle is necessary.
• Ability to work evenings at least once monthly in order to attend Board meetings and one weekend a year to attend the Board retreat.
• Proof of approved vaccination by Health Canada prior to start date. If unable to be vaccinated for reasons relating to protected grounds under the Code, completed medical or religious exemption must be provided

Apply Now and EMPOWER your career.___________________________________________________________________________________CMHA Peel Dufferin is an Equal Opportunity Employer. We are committed to diverse, inclusive, barrier-free recruitment, selection processes, and work environment. We encourage applications from members of groups that have been historically disadvantaged and marginalized. We acknowledge that removing existing barriers and preventing new barriers is required in providing opportunities that foster independence, inclusion, and dignity for people of all ages, genders, cultures, and abilities. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve.When contacted for a job opportunity, please advise the HR Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process.We thank all those who apply. Only those selected for further consideration will be contacted. We retain all applications submitted for one year after the closing date of the posting for consideration in future career opportunities.Quick Apply

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