OVERVIEW

A leading community health organization is known for delivering family mental health care with a focus on children and youth living in Western Ontario. The organization maintains a well-rounded approach, delivering innovative programs and a continuum of services to ensure the children, youth and families accessing services will achieve stability through customized treatment plans unique to their needs and family circumstances.

MISSION

The Executive Assistant, reporting to the Executive Director, is accountable for providing administrative support to the Executive Director, the Board, and leadership team members. This position is responsible for calendar and event management, general and systems administration, and facilities support.

The Pod Group is partnering with this organization to place a compassionate, hands-on, strategic professional to fulfill the role of the Executive Assistant.

PRIORITIES

Administrative Support:

• Provide administrative support to the Executive Director, including coordinating and scheduling meetings, memos, reports, and correspondence; screening and handling telephone/email communications and confidential material.
• Support the Executive leadership team and/or Leadership team with scheduling, meetings (minute taking), reports, presentations as appropriate
• High level calendar management with emphasis on proactive planning and scheduling meetings.
• Prepare, format, copy, distribute, fax, file, and retrieve correspondences, reports, agendas, presentations, and other documents as required; arrange incoming and outgoing courier services.
• Plans, coordinates, implements, arranges and/or offers support to agency event logistics (e.g. staff meetings, community forums, and Annual General Meeting) in partnership with internal and external staff.
• Attend and participate in team meetings, staff meetings, training sessions, and other meetings;
• Prepare for and attend Board Meetings, including distribution of agenda materials, managing logistics required for meetings, recording and documentation, and tracking of governance activities.
• Manage documentation and files including Board membership updates, manuals as required, orientation packages, and training
• Assist with fundraising administrative functions such as letter campaign; Issue charitable receipts and donation acknowledgments.
• Assist with the coordination and tracking of employee and volunteer recruitment (e.g. interviews and reference checks)
• Assist with the maintenance of employee files and training records e.g. audits and tracking
• Support and prepare for Accreditation site reviews and maintain the standards for accreditation.

Facilities:

• Manage general office storage, ensuring an organized system for all staff to access.
• Primary contact for facilities issues with the landlord(s).
• Oversee service appointments for vendors and service providers, ensuring that all contracts are pre-approved invoices are accurate and paid on time.
• Coordinate all vendor relations such as office cleaning, maintenance, snow removal/landscaping, HVAC, etc.
• Oversee the Preventative Maintenance Program for general repairs and/or replacement of equipment and systems to ensure uninterrupted service delivery and ensuring all work is completed to quality standards and identifies and reports defects.
• When appropriate, research and recommend new vendors, including maintaining a list of approved vendors.
• Ensure all contractors and vendors have up-to-date and valid insurance and WSIB coverage.
• Flexibility to support after-hours access for contractors to on-site facilities (emergency/crisis).
• Maintaining inventory of furniture, equipment, keys, and security controls; arrange repairs or replacements as necessary; Maintain office layout plans.
• Assist with the plans, coordination, and execution of office moves and changes, collaborating with HR, IT, and Finance.
• Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the organization, including maintenance, inventory management, logistics, security, and related activities.

Health And Safety:

• Act as a designated employer representative of the Joint Health and Safety Committee.
• Compile and report annual safety statistics.
• Work with HR to create and maintain office policies and procedures as necessary.
• Ensure compliance with safety matters under Occupational Health and Safety legislation.
• Ensure employees and contractors comply with all code & legislated requirements.
• Maintain Health and Safety certification

Quality & Continuous Improvement:

• Participate in individual and agency development plans and activities to ensure that skills and knowledge are relevant, current, and appropriate to the assigned duties.
• Support and participate in internal staff meetings and other meetings as appropriate.
• Identify opportunities to make improvements and streamline administrative process by analyzing information, identifying solutions and communicating results while maintaining due dates.
• Demonstrate respect for clients and adherence to relevant provincial/federal legislation, agency policy and procedures, and Ministry policy directions;

Other:

• Other duties as assigned.

Requirements

TALENTS & EXPERTISE

• A Degree or College Diploma, preferably in Business, Office Administration or related experience.
• Minimum three (3) years' experience working in an office environment, preferably within a social service agency.
• Police/Vulnerable Sector Check.
• Valid Ontario driver's license and insurance and access to a reliable motor vehicle for travel to multi-site locations.

• A client and customer service focus with a high level of maturity, tact, strict adherence to confidentiality and sensitivity to others.
• Strong knowledge of systems and Microsoft Office Suite, especially in developing formal presentations.
• Highly organized with an ability to problem solve, manage, perform and prioritize a number of initiatives/tasks with deadlines.
• Strong interpersonal skills with an emphasis on communication.
• Self-motivated and effective in working both individually and as a team member.
• Proficient in spelling and grammar with strong attention to detail and accuracy.
• Ability and desire to continue learning with respect to personal and professional development.
• Knowledge of finance procedures (accounts payable, accounts receivable, etc.) is an asset
• Ability to work at multi-site locations including flexibility for evening Board meetings and occasional weekend special events

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.