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Executive Office Administrator

4 months ago

Brampton, Canada Canadian Mental Health Association- Peel Branch Full time

**Support your community. Advance your career. Fulfill your purpose**

Joining the Canadian Mental Health Association - Peel Dufferin Branch means you’ll be part of something meaningful. For starters, we’re honored to have received the Canadian Non-Profit Employer of Choice Award for our efforts to help people live better. Providing support and services to those who live with mental illness and addictions, we’re committed to increasing awareness and addressing the stigma surrounding mental health. That’s why we’ve made it a priority to create a diverse organization that represents the communities we serve - and the people we help.

**What We Offer**
- In addition to EAP, we offer our fulltime permanent team members some unique perks that really stand out:_
- 4 weeks accrued vacation (to start)
- Up to 18 paid personal days accrued per year, plus 2 flexible days each year
- HOOPP Pension Plan
- Ongoing professional development plus $250 annual funding for continuing education and certifications
- $250 annual allowance to invest in achieving your personal wellness goals
- Mileage reimbursement and car detailing for work-related travel
- & so much more

**Salary band: $49,669 - $61,144 per year**

We are currently looking to onboard **two full-time permanent Executive Office Administrators**

This position is based out of our 601-7700 Hurontario Street office in Brampton, working 37.5 hours a week and reporting to the Senior Director, Clinial Supports and Services. CMHA Peel Dufferin has adapted a hybrid working model including a mix of on-site and remote work. Staff in this role are required to have onsite presence at the Brampton office locations (7700 Hurontario and 60 West Drive) 2-3 times, or more if needed, to meet client and/or program needs.

**What you will do**
- Coordinates and manages logistics of the Senior Leadership Team’s calendars, meetings, teleconferences, and travels; Maintains vacation and leave requests for Senior Leadership Team’s direct reports.
- Prepare, proofread and/or edit documents including narrative and information reports.
- Create reports and presentations by collecting, analyzing, and summarizing information
- Provides general administrative support to organizational committees, working groups and external meetings, as required.
- Supports with financial processes including payroll and HR administration processes as required.
- Supports Admin CoP with training and development on administrative duties including but not limited to administrative processes, Outlook Calendar scheduling, Quadrant Scheduling, Project Management software etc.
- Brings continuous improvement suggestions and works with the admin team to implement across the organization.
- Arrange and organize the Annual General Meeting and organizes Employee Events and Town Halls in collaboration with Human Resources and/or Project Management Office (PMO)
- Processes invoices as per Organizational procedures; maintains Partner and Funder contracts and maintains Client Complaints & Concerns Log including Privacy complaints.
- Maintains and updates the Organizational Structure chart.
- Leads the organizational Administrative Assistants Meeting and provides feedback from the meeting to Directors and Managers on process related issues
- Provide front desk coverages as per organizational requirements

**What you need to join our team**
- Post-Secondary education from a recognized office administration program or an equivalent combination of education and recent and relevant experience.
- Minimum 5 years experience in a senior or executive level administrative support position;
- Experience working with a volunteer Board of Directors and/or a not for profit or healthcare organization.
- Information Technology
- E-mail, internet, word processing, database management, spreadsheets, presentations,
- Advanced expertise in Microsoft Office and Visio.
- Project management principles and systems; knowledge of MS- Project
- Verbal and written communication skills
- Flexible and adaptable
- Initiative and ability to think and work independently with mínimal supervision
- Strong collaborative and interpersonal skills and ability to work with a multi-disciplinary team
- Satisfactory Criminal Police Records check, Valid driver’s license, relevant insurance and reliable vehicle is necessary.
- Ability to work evenings at least once monthly in order to attend Board meetings and one weekend a year to attend the Board retreat.
- Valid driver’s license
- Automobile in good repair and insurance coverage as required by agency policy
- Satisfactory police records search and vulnerable sector screening
- Satisfactory references
- Required immunization(s) and/or administered vaccine(s) as per CMHA Peel Dufferin's Immunization Program Policy
- Current CPR/First Aid certification (or to be completed within the first 3 months of employment)

**Working Conditions**:

- CMHA PD has adapted to a hybrid working model including a m