Executive Assistant

4 weeks ago

Fergus ON, Canada Dalton Associates Full time

Dalton Associates knows a team's strength is in its people, and we cannot achieve our mission without a team that reflects the diversity of the clients and communities we serve - across race, ethnicity, gender, sexuality, age, national origin, religion, family status, disability, and experience.

About Dalton Associates:

We believe that healthy communities support healthy people, and in turn, healthy people build healthy communities. To achieve this vision of wellness, people need easy access to safe, confidential, and quality mental health support. And that’s what we offer at Dalton Associates.

Dalton Associates (DA) is a private mental health services organization. With a dynamic team of over 75 employees and over 150 clinicians, DA provides specialized and quality assured, psychological, psychotherapy, social work, and behavioural health services that are culturally sensitive, safe, accessible, and timely throughout the province of Ontario. To learn more about our services, visit

To deliver on our mission, we strive to foster a work environment built on open communication, cooperation and mutual respect between clients, clinical professionals, our partners, and our head office staff. Team effectiveness is paramount in allowing us to work efficiently, provide timely solutions for our clients, and adapt to on-going shifts in the mental health and wellness space to ensure we stay effective in all that we do.

Position Summary:

The Director of Operations and Director of Administration work collaboratively to oversee and provide direction to the clinical, programmatic, and administrative infrastructure of the organization. In so doing, they share a focus on fostering a positive, inspiring, and efficient team, cultivating strong partnerships with both internal and external stakeholders, providing the highest quality of mental healthcare to our clients, and developing sustainable, community-centered, effective mental health services throughout the province of Ontario. Your role as the Executive Assistant will be to support the Directors of Operations and Administration in the daily tasks associated with their roles, as well as with the key initiatives that are under their purview.

Key Responsibilities:

The Executive Assistant’s responsibilities may include, though is not limited to, the following:

  • Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence; flagging those of high importance and bringing them to the attention of the Director(s).
  • Maintaining the Directors’ schedules; booking meetings, maintaining an understanding of the priority of tasks/projects, etc.
  • Managing any travel for the Directors, as applicable, including the coordination of flights, accommodation, etc.
  • Organizing and maintaining key documents and files for the Directors; filing reports, meeting notes, emails, letters, etc.
  • Conducting research and creating reports on various topics based on the needs of the Directors.
  • Supporting the Requests for Proposal (RFx) process, including but not limited to research, content development, proposal writing, PowerPoint presentation preparation, etc.
  • Maintaining a map and project framework (e.g., through Mindmeister, Asana, Outlook, etc.) of all the operational programs, services, and projects in progress; tracking new initiatives and ideas; etc. Bringing action items, impending due dates, etc. to the Director(s)’ attention.
  • Supporting communications at an organization level – e.g., drafting and/or editing communications to staff, contracted clinicians, partners, etc.; managing social media accounts by writing posts, sharing relevant content, engagement, etc.
  • Supporting information management; managing closed file requests, answering contractor questions, inputting requests in the “Master Spreadsheet”, and ensuring communication with those staff who audit and close files.
  • Attending and taking minutes (and setting the agenda, when applicable) at various meetings facilitated by and/or attended by the Directors.
  • Maintaining the list of Psychological Supervision and Mental Health Consultation Groups and contractors in each group.
  • Participating in the annual Psychology and Mental Health Audits.
  • Participating in organizational event planning, coordination, and implementation, when requested.
  • Maintaining a high degree of discretion and confidentiality.
  • Other duties, as assigned by the Directors.

Core Competencies:

  • A proactive self-starter: You have a desire to succeed in a fast-paced, changing environment. You have proven ability to take initiative, organize, manage, and prioritize a high volume of projects simultaneously.
  • Collaborative: You are committed to our shared success, and above all else, the wellbeing and success of the clients and communities we serve at Dalton Associates. You welcome the opportunity to learn from and share with others within and outside of the organization.
  • Process and development oriented: You are organized and thorough.
  • Diligent: Your solid attention to detail will ensure that work completed is accurate. You will follow up with others where needed to ensure outstanding information or actions are complete.
  • Strong Communicator: You have exceptional oral and written communication skills and are able to convey your message in a clear and concise manner.
  • Inclusive, safe, and attuned: You are committed to maintaining the highest level of cultural and occupational safety in practice and can work in a manner that respects the value of diversity and principles of equity and inclusion.
  • Relationship focused: You can establish and maintain supportive and trusting relationships with others, maintain confidentiality and privacy.
  • Creative: You think outside the box when it comes to troubleshooting, problem solving, and conceptualizing the work. You are continuously exploring opportunities for greater efficiency and improvement.

Requirements:

  • Completion of Bachelor’s degree in relevant field preferred.
  • 3-5 years’ experience providing administrative or executive-level support within the mental health field.
  • Demonstrated high computer proficiency, including MS Office (Word, Excel, Outlook, and PowerPoint) and project management software (e.g., Asana).

Employment Terms:

  • Full-time, 37.5 hours per week; Monday to Friday- flexible between 8am to 5pm EST
  • This role will work in a hybrid capacity, with days in-office at our head offices in Fergus, Ontario.

Dalton Associates is an equal opportunity employer, committed to the full inclusion of all qualified individuals. Reasonable accommodation will be made available upon request for candidates taking part in any step of the recruitment and selection process.

Please note: Only successful candidates will be contacted for an interview.

Job Type: Full-time

Benefits:

  • Wellness program

Schedule:

  • Monday to Friday

Education:

  • Bachelor's Degree (preferred)

Experience:

  • administrative or executive-level support: 3 years (required)

Work Location: Hybrid remote in Fergus, ON N1M 2J7

Application deadline: 2024-04-22

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