Manager Executive Office

7 months ago

Toronto, Canada Community Living Toronto Full time

Community Living Toronto (CLTO), a recognized leader in the Developmental Services sector, seeks a Manager Executive Office. This is a full-time, permanent role. Established in 1948, CLTO has set the benchmark for excellence, innovation and accountability since its inception. With 1,200 full and part-time employees in 70 group homes, community hubs, and offices across Toronto, CLTO continually ‘moves the yardsticks’ in making the lives of the people we support better. Our mission is to foster inclusive communities by supporting the rights and choices of people with intellectual disability. Our vision is ‘A society where everyone belongs. A society where everyone is valued’. These statements are not just words on a page. We believe them, internalize them, and devote ourselves to attaining them every day. The elimination of racial discrimination and racism is an essential part of CLTO’s efforts to cultivate an equitable and inclusive learning environment and work culture. We aspire to a culture where equity and inclusion are naturally occurring, and diversity is embraced as a source of learning and pride.

**THE IDEAL CANDIDATE**:
**ROLE SUMMARY**:
The Manager Executive Office is responsible for managing the day-to-day aspects of the Executive Office, supporting the Chief Executive Officer and the Board of Directors. Provides meeting management for the Board and Leadership Council. Often serves as the first point of contact with various levels of government, law enforcement, medical professionals, media, and families and is privy to sensitive and confidential information. Leads specific initiatives, as assigned by the CEO, both within Community Living Toronto, government, and the broader Disability Sector. The Manager Executive Office will need to have a high level of political acuity to ensure the organization is well represented and favorably viewed by those who interact with the Executive Office.

**RESPONSIBILITIES**:
Executive Administrative Support
- Manages the day-to-day affairs of the CEO’s office including decisions on meeting scheduling and determining status/actioning next steps on agreed actions on the part of the CEO and/or others.
- Ensures meetings involving the CEO have an agenda as well as all other necessary documentation, and that the CEO receives briefing summaries in advance; records minutes and distributes materials in a timely manner; up/downloads all documents to the proper channels/platforms.
- Provides meeting logístical support
- Prepares and distributes all Executive, Board of Directors, Annual General Meetings, and DS sector meeting minutes.

Government Relations
- In consultation with the CEO and the Director of Strategic Communications and Stakeholder Relations, represents the CEO and Community Living Toronto as needed in exchanges and at forums with government departments and Ministries.
- Collaborates with and provides input to the Director of Quality and Risk on policy formulation pertaining to government direction and government relations.

Communications
- Acts as an intermediary with internal and external audiences, serving as a bridge to ensure smooth communication between the Executive Office, other agencies, government departments and Ministries, and the broader Disability Services sector.
- Sends out reminders to staff when Inquiry Reports are due and submits completed reports to the Ministry within 7 days; follows up with Ministry Program Supervisors when/if they have questions, coordinating with staff as necessary to obtain answers and prepares the Annual Analysis Report for the Ministry.

Financial Administration
- Reviews and reconciles expenses for the CEO/CEO’s office, including parking and travel.
- Ensures all expenditures are coded correctly and obtains approval from Board Chair before submitting to accounting for reimbursement.
- Handles specialized furniture/equipment proposal requests.
- Monitors various budgets and flags costs that are in excess of budget.

**QUALIFICATIONS**:
Education & Training
- College Diploma in Business Administration, Office Administration, or a related field. University degree an asset.

Experience
- 5 - 7 years of relevant experience supporting an executive, dealing with a Board of Directors, Corporate Committees, and government departments or providing other similar senior-level executive support.

**Job Types**: Full-time, Permanent

Schedule:

- Monday to Friday

**Education**:

- DCS / DEC (preferred)

Work Location: In person

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