Executive Assistant to the CEO

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 to the CEO provides a high level of proactive executive-level confidential administrative and project support to the President & CEO, and the Board of Directors. This position is responsible for calendar and event management, general and systems administration, and operation support.

The incumbent works in a complex environment that requires high degree of sensitivity, responsiveness and a need to maintain 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 to the CEO.

PRIORITIES

• Provides a bridge for smooth communication between the President’s office and internal departments demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Provides administrative support to the CEO including, coordinating and scheduling meetings; preparing briefings, memos, reports and correspondence; and managing emails and confidential material.
• Provides preparatory, administrative and recording services to meetings by ensuring the effective distribution of agenda materials, managing the logistical arrangements as required for these meeting and being accountable for all Board governance activities.
• Manages documentation and files, including board manuals, ministry communication, other manuals as required, and implements an archiving policy and procedure schedule.
• Carries out research and information gathering as required, and facilitates routine requests for information which are directed to the executive office.
• Prepares, formats, copies, distributes, faxes, files and retrieves correspondence, reports, presentations, and documents as required.
• Plans, coordinates, implements, arranges and/or offers support to complex event venues and corporate events (e.g. Annual General Meeting) in partnership with internal and external staff.
• Maintains a comprehensive filing system for the executive office in accordance with the agency’s records management policy/practice.
• Coordinates updates to website and social media content development for all agency social networking sites.
• Acts as backup to the receptionist and provides support for information technology administrative.
• Other duties as required.

Requirements

TALENTS & EXPERTISE

• Bachelor’s Degree in business or Executive Administration or Health or Social Services related field.
• Minimum 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, 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 including leadership in community partner organizations, municipal and provincial governments etc.
• 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, 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 efficiently in a busy environment managing multiple priorities and 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 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.