Executive Coordinator

1 month ago

North Bay, Canada Canadian Mental Health Association- North Bay and District Full time

**JOB POSTING**

**Competition Number NU 2023-16**

**Union/Non-Union**: Non-Union
**Position**: Executive Coordinator
**Status**: Permanent Full Time
**Program**: Administration
**Initially assigned to**: Main Office

**Purpose**:
Reporting to the CEO, the Executive Coordinator ensures overall coordination and delivery of administrative support to the CEO and the Board of Directors of CMHA-North Bay and District. This position acts as a liaison to the CEO’s Office, coordinating communication and administration with all internal and external stakeholders including the Directors, Managers, staff and Community Partners. The Executive Coordinator will be required to regularly interact with the Board of
Directors and provide ongoing assistance as required, with governance activities. The Executive Coordinator provides policy, coordination, and administrative support under the guidance of the CEO. They are required to show initiative and work independently to facilitate effective leadership, governance and coordination and ensuring the smooth functioning of the Chief Executive Officer’s Office.

**Education**
- College Diploma in Office/Executive/Business Administration or an equivalent combination of education and relevant experience

**Experience**
- Preference will be given to those with three (3) years of demonstrated senior office administration experience in an Executive Coordinator or Assistant role, ideally in a not-for-profit organization.
- Experience in a charitable or non-profit environment, with a focus on health, mental health or public health is an asset

**Requirements**:

- A negative Police Vulnerable Sector Check
- A valid Class G driver’s license and proof of insurance
- Daily access to a reliable vehicle
- Able to lift at a minimum 20 lb. from squatting to standing position
- Working knowledge of (or willingness to learn) the _Acts_ that may arise to complete the duties of the job (i.e. _Ministry of Health and Long-term Care Act_, _Occupational Health and Safety Act_ and the _Health Care Consent Act_)
- Bilingualism (English/French) is an asset

**Duties**:

- Prepares internal and external corporate documents for team members and industry partners
- Facilitates the efficiency and effectiveness of management team meetings by preparing agendas and minutes, maintaining records and monitoring follow up
- Provides ongoing support, research and documentation for the CEO’s involvement in committees and working groups
- Schedules meetings and appointments and manage travel itineraries; books rooms and ensures travel arrangements are made for the CEO’s travel
- Maintains an organized filing system of paper and electronic documents
- Upholds a strict level of confidentiality
- Develops and sustains a level of professionalism among staff and partners
- Oversees the efficient administrative operation of the Organization
- Attends staff meetings and administration team meetings when requested
- Attends and provides administrative support at regular Board meetings and other meetings as requested
- Arranges corporate events to take place for staff members i.e. fund-raising events and staff appreciation events
- Administration of accounts payables, accounts receivable and related procedures regarding company credit card
- Approval of the Organizations front office credit card use
- Maintain up-to-date records related to organizational transactions
- Assist in the ongoing operations of the Organization’s information technology when required
- Assist in yearly audit preparation

**Knowledge/Skills/Abilities**:

- Demonstrated ability to create positive interactions with all employees, while maintaining an approachable disposition
- Demonstrated experience working with confidential information and exercising discretion in handling and disseminating information
- Motivated self-starter with proven initiative; excellent time and project management skills
- Strong active listening and multitasking skills
- Strong problem identification and resolution skills
- Well-developed planning, organizational, and time management skills
- Proven ability to complete reliable research and implement creative solutions within frameworks provided/required
- Ability to interpret and effectively communicate company policies and procedures
- Demonstrated computer skills; proficiency in the Microsoft Office Suite
- Experience with computerized software and accounting programs
- Strong organizational skills and self-motivation
- Previous experience working with various staff in a unionized setting
- Knowledge of the Mental Health Act and Supportive Housing is an asset
- Effective decision making under time constraints

**Personal Suitability**:

- Commitment to continuous learning and ongoing professional development
- Demonstrated professionalism in dealing with confidential and sensitive issues
- Demonstrated positive work record and excellent attendance record
- Ability to meet the physical and sensory demands of the

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