Executive Assistant

**COMPASSIONATE ORGANIZED COLLABORATIVE RESOURCEFUL PROACTIVE**:
**OVERVIEW**

A leading community health organization is known for delivering family mental health care with a focus on children and youth living in Western Ontario. The organization maintains a well-rounded approach, delivering innovative programs and a continuum of services to ensure the children, youth and families accessing services will achieve stability through customized treatment plans unique to their needs and family circumstances.

**MISSION**

The Executive Assistant, reporting to the Executive Director, is accountable for providing administrative support to the Executive Director, the Board, and leadership team members. This position is responsible for calendar and event management, general and systems administration, and facilities support.

The Pod Group is partnering with this organization to place a compassionate, hands-on, strategic professional to fulfill the role of the Executive Assistant.

**PRIORITIES**

**Administrative Support**:

- Support the Executive leadership team and/or Leadership team with scheduling, meetings (minute taking), reports, presentations as appropriate
- High level calendar management with emphasis on proactive planning and scheduling meetings.
- Prepare, format, copy, distribute, fax, file, and retrieve correspondences, reports, agendas, presentations, and other documents as required; arrange incoming and outgoing courier services.
- Plans, coordinates, implements, arranges and/or offers support to agency event logistics (e.g. staff meetings, community forums, and Annual General Meeting) in partnership with internal and external staff.
- Attend and participate in team meetings, staff meetings, training sessions, and other meetings;
- Prepare for and attend Board Meetings, including distribution of agenda materials, managing logistics required for meetings, recording and documentation, and tracking of governance activities.
- Manage documentation and files including Board membership updates, manuals as required, orientation packages, and training
- Assist with fundraising administrative functions such as letter campaign; Issue charitable receipts and donation acknowledgments.
- Assist with the coordination and tracking of employee and volunteer recruitment (e.g. interviews and reference checks)
- Assist with the maintenance of employee files and training records e.g. audits and tracking
- Support and prepare for Accreditation site reviews and maintain the standards for accreditation.

**Facilities**:

- Manage general office storage, ensuring an organized system for all staff to access.
- Primary contact for facilities issues with the landlord(s).
- Oversee service appointments for vendors and service providers, ensuring that all contracts are pre-approved invoices are accurate and paid on time.
- Coordinate all vendor relations such as office cleaning, maintenance, snow removal/landscaping, HVAC, etc.
- Oversee the Preventative Maintenance Program for general repairs and/or replacement of equipment and systems to ensure uninterrupted service delivery and ensuring all work is completed to quality standards and identifies and reports defects.
- When appropriate, research and recommend new vendors, including maintaining a list of approved vendors.
- Ensure all contractors and vendors have up-to-date and valid insurance and WSIB coverage.
- Flexibility to support after-hours access for contractors to on-site facilities (emergency/crisis).
- Maintaining inventory of furniture, equipment, keys, and security controls; arrange repairs or replacements as necessary; Maintain office layout plans.
- Assist with the plans, coordination, and execution of office moves and changes, collaborating with HR, IT, and Finance.
- Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the organization, including maintenance, inventory management, logistics, security, and related activities.

**Health And Safety**:

- Act as a designated employer representative of the Joint Health and Safety Committee.
- Compile and report annual safety statistics.
- Work with HR to create and maintain office policies and procedures as necessary.
- Ensure compliance with safety matters under Occupational Health and Safety legislation.
- Ensure employees and contractors comply with all code & legislated requirements.
- Maintain Health and Safety certification

**Quality & Continuous Improvement**:

- Participate in individual and agency development plans and activities to ensure that skills and knowledge are relevant, current, and appropriate to the assigned duties.
- Support and participate in internal staff meetings and other meetings as appropriate.
- Identify opportunities to make improvements and streamline administrative process by analyzing information, identifying solutions and communicating results while maintaining due dates.
- Demonstrate respect for clients and adherence to relevant provincial