ADAPTABLE ● DETERMINED ● ENTHUSIASTIC ● HANDS-ON ● STRATEGIC

OVERVIEW

A youth-based, non-profit charitable organization that is a leading provider of child and youth mental health services in Ontario, dedicated to enhancing the well-being of infants, children, youth, and their families. A great organization committed to delivering evidence-based, culturally competent, and family-centered care.

The vision of the organization is to provide responsive, compassionate services for children, youth and families to build better and more hopeful futures. They are the Lead Agency for infant, child and youth mental health and addictions services.

MISSION

Reporting to the Chief Executive Officer (CEO), the Executive Assistant is responsible for providing administrative support to the CEO, Board of Directors and Leadership Team while promoting an environment consistent with the organization's vision, mission, and values.

This is a tremendous opportunity for a highly motivated professional searching for an opportunity to make a difference across the lives of children, youth and families.

The Pod Group is partnering with this organization to place a strong, determined, and strategic leader to fulfill the role of the Executive Assistant.

PRIORTIES

Leadership Support

• Manage and provide support to the CEO by coordinating and scheduling meetings, preparing briefings, memos, reports, and correspondence, as well as managing emails and confidential information.
• Facilitate effective communication between internal departments, showcasing leadership to uphold credibility, trust, and support with senior management.
• Provide preparatory, administrative, and recording support for meetings by ensuring effective distribution of agenda materials, managing logistical arrangements as needed, and overseeing all Board governance activities.
• Plan and support complex event venues and corporate events (e.g., Annual General Meeting) in collaboration with both internal and external teams.
• Conducts research and gather information as needed, while handling routine requests for information directed to the executive office.
• Maintain a comprehensive filing system for the executive office in line with the agency's records management policy and practices.
• Manage information in a timely and accurate manner and uphold a strict level of confidentiality.
• Demonstrate respect for clients and adherence to the agency's protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation.

Board Support

• Participate in and support board meetings, including scheduling, preparing a draft of agendas and minutes, creating presentations, distributing material, and maintaining files and reports as necessary.
• Prepare and present reports to the Board of Directors and stakeholders as required.
• Ensure the organization maintains a strong, positive image to relevant stakeholders and the general public.

Other Administrative Support

• Provide support for reception duties, including answering phone calls, greeting visitors, and managing inquiries to ensure smooth daily operations.
• Manage documentation and files, including board manuals, ministry communications, and other relevant manuals, while implementing an archiving policy and schedule.
• Prepare, format, copy, file, distribute and retrieve correspondence, reports, presentations, and other documents as required.
• Coordinate updates to website and social media content for all agency social networking sites.
• Other duties as assigned.

Requirements

TALENTS & EXPERTISE

• A Bachelor's Degree in office administration, business, or related field.
• 5+ years' experience supporting non-profit Boards and Executive/senior leadership in a fast-paced environment, dealing with moderately complex issues and managing conflicting priorities.
• Demonstrated knowledge and understanding of governance policies and procedures.
• Experience in health or social services sector is an asset.
• Demonstrated strong written and verbal communication skills with the ability to communicate with internal and external stakeholders.
• Expert level PC skills (MS Office, Excel, Word, PowerPoint and Outlook).
• Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to handle confidential information and demonstrate the highest level of client service with a high degree of professionalism, diplomacy and tact.
• Self-motivated and effective in working both independently, as well as to play a key role in building a cohesive team.
• Ability to maintain a positive attitude and composed demeanor especially during stressful periods.

THE POD GROUP

The Pod Group (PG) is a creative consulting group that provides customized and innovative solutions to support our client's growth and ultimate success while promoting the integration of equity, diversity, inclusion and belonging in creating culture and engagement.

We balance strategy and people to help community organizations make better use of their resources by focusing on building the competencies to promote people-centric organizations.

The Pod Group has great success in serving a number of community sectors, including health, social services, developmental, housing, mental health, and community health care.

We promote a unique approach while incorporating marketing and human resources as an integral component of strategy, mission, and vision. This focus aligns strategy with the development of a culture that embraces all stakeholders and a community spirit while ensuring an effective plan that meets the requirements of the organization.

EDI-B VALUES

The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their roles in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti-racism, anti-oppression, equity, diversity, inclusivity, and belonging.