Executive Assistant to Chief Executive Officer

4 weeks ago

Toronto ON, Canada Youthdale Treatment Centres Full time

Position Summary 

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. 

Accountability:

This position reports to the Chief Executive Officer.

Corporate Responsibilities

  • Fosters positive and constructive interpersonal relationships with the Board of Directors, staff, volunteers, and clients, visitors, outside agencies, government officials and related professional associations.
  • Maintains and adheres to all relevant legislation.
  • Maintains and adheres to organizational policies and procedures
  • Abides by all Occupational Health and Safety Policies.
  • Demonstrates management practices, which are consistent with the guiding principles of Youthdale Treatment Centres

Job Responsibilities 

  • 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.

Qualifications

  • 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.

Application

At Youthdale, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve. Youthdale is committed to providing accommodation in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

Please apply by sending your cover letter and an updated resume to careers@youthdale.ca

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