Executive Assistant

**ONE KIDS PLACE - Children’s Treatment Centre** provides rehabilitation and related support services for children and youth (up to the age of 19) and their families living in the Districts of Muskoka, Nipissing and Parry Sound. All staff will provide service within an interdisciplinary team environment committed to family-centered practice.

**POSITION**: Executive Assistant (Permanent, Full-time)

**LOCATION**:North Bay

**EFFECTIVE**: ASAP
**STATUS**: Non-unionized

***: Reporting to the Executive Director, the Executive Assistant provides administrative support to the Executive Director as well as the Senior Leadership team, the Board of Directors and related Committees. Support is provided by planning, organizing and performing a daily variety of administrative tasks including minute taking, event planning among others. These tasks require independent judgement and time management skills in prioritizing, organizing and completion of tasks within tight deadlines while ensuring confidentiality.

**JOB DUTIES**:

- Reports to the Executive Director for overall direction and supervision
- Acts as a resource person to the Senior Leadership team, Board of Directors and various other committees
- Schedules and coordinates Board and leadership team meetings and distributes appropriate notices and agenda packages including relevant documents/material needed for meetings
- Attends Board and management team meetings, records minutes, etc. Distributes minutes and relevant information to the Board members and staff involved
- Processes (including typing, copying, filing, mailing) all routine and confidential materials for the Executive Director
- Assists the Executive Director with presentations such as prepare templates, create powerpoint presentations, proof-read and format presentations into final copies
- Maintains policies and procedures and ensures all documents are accurate and up to date
- Maintains accurate and organized filing system for all of the agency’s agreements (clinical, educational, Ministerial and facility maintenance).
- Coordinates events (i.e. all staff meetings, retreats, Annual General Meetings) including the preparation of meeting materials, catering, reserving location and set up.
- Provides administrative back-up support for unforeseen absences throughout the organization
- Manage senior leadership team calendars, and proactively provide options to address conflicts and changing priorities.
- Communicate with the agency’s provincial association and other CTCs regarding information sharing and participate in sector-wide issues management.
- Draft expense reports and track expenses for the Senior Leadership team, and Board of Directors. Provide accountability for expenses by completing purchase orders.
- Liaise with the Development Department to coordinate Executive Director participation at internal and external events. Draft speaking notes for consideration as requested.
- Other duties as assigned.

**QUALIFICATIONS**:

- Post secondary education in business/office administration or a related field (preferably in a health service setting) and a minimum of three to five (3 to 5) years experience in a similar role providing executive level administrative support.
- Experience with a policy governance model, including the roles and responsibilities of all parties involved and relevant processes.
- Excellent written, communication and interpersonal skills and ability to use diplomacy and tact while working within a highly confidential setting
- Advanced working knowledge of recording accurate notes or minutes and transcribing them into a final product
- Excellent time management and organizational skills. Ability to prioritize, actively seek input and problem solve
- Able to organize and manage a diverse range of assignments and projects with high efficiency, yet thorough attention to detail and follow through meeting strict timelines
- Resourceful and independent, but comfortable working within the framework of an integrated development program and team-oriented environment
- Strong independent judgement, self motivated, self directed and able to work independently with mínimal supervision
- Flexible and able to adjust to changing priorities
- Bilingual in English and French (oral and written) is preferred
- Travel, valid driver’s license and proof of insurance required
- Proof of COVID Vaccinations as required by the sector

**COMPENSATION**: $25.50 - $31.71 hourly (depending on prior experience as per our Collective Agreement).

**WHY WORK AT OKP?**

As an employee at One Kids Place, you will become part of a team of skilled professionals working together to meet the special needs of children, youth and their families. The work environment includes the family-centered principles and values of mutual respect, collaboration, accessibility and community inclusivity. One Kids Place provides opportunities for ongoing education and development through mentorships, workshops, conferences and sem