Executive Assistant

PASSIONATE COLLABORATIVE ACCOUNTABLE RESULTS-DRIVEN CARING

OVERVIEW

A leading non-profit and charitable community agency dedicated to serving children, youth, and families from diverse backgrounds and communities across Ontario struggling with complex mental health needs.

They work collaboratively through active partnerships between the agency, youth, and families to create meaningful engagement and effective treatment, resulting in positive outcomes.

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.

MISSION

The Executive Assistant provides a high level of proactive confidential and administrative support to the Senior Leadership Team (SLT), including back-up support to the CEO and Board of Directors.

This position will be responsible for supporting the SLT with administrative tasks, scheduling, coordination, planning and operations support.

In addition, the incumbent will manage and administer security and surveillance procedures.

The incumbent works in a complex environment that requires a high degree of sensitivity, organization, responsiveness, and professionalism, especially in maintain privacy and confidentiality.

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

PRIORITIES

• Coordinate and provide administrative support to the Senior Leadership Team (SLT) with an emphasis on internal departments, communication and overall administration.
• Support the leadership team with scheduling, meetings (minute taking), reports, presentations, coordination, and administration of events, etc.
• Lead the coordination and management of security and surveillance administration, ensuring policies and privacy are adhered to.
• Provide back-up and support to the EA to attend Board and Committee meetings as the Recording Secretary and prepare Board Packages and meeting agendas as required.
• Manage documentation and files, including but not limited to Board manuals, ministry communication, and agency policies and procedures.
• Prepare, format, copy, distribute, fax, file, and retrieve correspondences, reports, presentations, and other documents as required.
• Monitor and coordinate the surveillance and access / privacy process as required.
• Conduct research and gather information for the Senior Leadership Team as needed.
• Review and improve administrative processes and practices to ensure they are efficient and effective; implementing best practices and contributing to a culture of continuous quality improvement.
• Support the development of social media content for all agency social networking sites. This also includes coordinating any updates to the agency website with the Communication Consultant.
• Act as a backup to the Receptionist to cover for breaks and other absences as required.
• Other duties as required to support SLT.

Requirements

TALENTS & EXPERTISE

• Bachelor’s degree in business, executive administration, health, or social services related field.
• Minimum 3-5 years of experience supporting non-profit Boards and Executive / senior leadership in a fast-paced environment, dealing with moderately complex issues and managing conflicting priorities.

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 including leadership in community partner organizations, municipal and provincial governments etc.
• Strong organizational and administrative skills.
• Expert level computer and application skills (MS Office such as Excel, Word, PowerPoint, Outlook, and other web-based applications such as Zoom, Doodle Poll, etc.).
• Detail oriented, extremely organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response with a high degree of professionalism, diplomacy and tact at all times.
• Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
• Ability to work both independently, as well as to play a key role in building a cohesive team.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to maintain a positive attitude and composed demeanour especially during times of stress.

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.