18 Oct
Youthdale Treatment Centers
Toronto
JOB OPPORTUNITY - Executive Assistant to the Senior Leadership Team - 6-Month Fixed-Term Contract Position
POSITION SUMMARY
The Executive Assistant provides a high level of proactive confidential and administrative support to the Senior Leadership Team (SLT), including back-up support to the CEO and Board of Directors. This position will be responsible for supporting the SLT with administrative tasks, scheduling, coordination, planning and operations support. In addition, the incumbent will manage and administer security and surveillance procedures.
The incumbent works in a complex environment that requires a high degree of sensitivity, organization, responsiveness, and professionalism, especially in maintain privacy and confidentiality.
The Pod Group is partnering with this organization to place a compassionate, analytic and hands-on leader to fulfill the role of the Executive Assistant.
ACCOUNTABILITY
This position reports to the Senior Leadership Team.
CORPORATE RESPONSIBILTIES
- Fosters positive and constructive interpersonal relationships with the Board of Directors, staff, volunteers, and clients, visitors, outside agencies, government officials and related professional associations.
- Maintains and adheres to all relevant legislation.
- Maintains and adheres to organizational policies and procedures.
- Abides by all Occupational Health and Safety Policies.
- Demonstrates management practices, which are consistent with the guiding principles of Youthdale Treatment Centres
JOB RESPONSIBILTIES
- Coordinate and provide administrative support to the Senior Leadership Team (SLT) with an emphasis on internal departments, communication and overall administration.
- Support the leadership team with scheduling, meetings (minute taking), reports,
presentations, coordination, and administration of events, etc.
- Lead the coordination and management of security and surveillance administration, ensuring policies and privacy are adhered to.
- Provide back-up and support to the EA to attend Board and Committee meetings as the Recording Secretary and prepare Board Packages and meeting agendas as required.
- Manage documentation and files, including but not limited to Board manuals, ministry communication, and agency policies and procedures.
- Prepare, format, copy, distribute, fax, file, and retrieve correspondences, reports, presentations, and other documents as required.
- Monitor and coordinate the surveillance and access/privacy process as required.
- Conduct research and gather information for the Senior Leadership Team as needed.
- Review and improve administrative processes and practices to ensure they are efficient and effective; implementing best practices and contributing to a culture of continuous quality improvement.
- Support the development of social media content for all agency social networking sites. This also includes coordinating any updates to the agency website with the Communication Consultant.
- Act as a backup to the Receptionist to cover for breaks and other absences as required.
- Other duties as required to support SLT.
QUALIFICATIONS
Education and Training
- Bachelor’s degree in business, executive administration, health, or social services related field.
Experience
- Minimum 3-5 years of experience supporting non-profit Boards and Executive/senior leadership in a fast-paced environment, dealing with moderately complex issues and managing conflicting priorities.
- Experience in health or social services sector is an asset.
Skills/Abilities
- Demonstrated strong written and verbal communication skills with the ability to communicate with internal and external stakeholders including leadership in community partner organizations, municipal and provincial governments etc.
- Strong organizational and administrative skills.
- Expert level computer and application skills (MS Office such as Excel, Word, PowerPoint, Outlook, and other web-based applications such as Zoom, Doodle Poll, etc.).
- Detail oriented, extremely organized, and able to manage time and multi-task to accomplish a multitude of tasks,
with conflicting priorities and timelines.
- Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response with a high degree of professionalism, diplomacy and tact at all times.
- Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
- Ability to work both independently, as well as to play a key role in building a cohesive team.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Ability to maintain a positive attitude and composed demeanour especially during times of stress.
ABOUT YOUTHDALE TREATMENT CENTRES
Youthdale (www.youthdale.ca) provides comprehensive,
integrated mental health services to children and their families, connecting them with the right programs and services, both at Youthdale and in their communities. We meet the complex needs of children and youth with a team of highly skilled and dedicated psychiatrists, psychologists, neurologists and neuropsychologists, social workers, nurses, and child and youth workers.
APPLICATION
At Youthdale, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve. Youthdale is committed to providing accommodation in all parts of the hiring process.
If you require an accommodation, we will work with you to meet your needs.
Please apply with resume by October 29, 2024.
▶️ Executive Assistant to the Senior Leadership Team (6-Month Fixed-Term Contract)
🖊️ Youthdale Treatment Centers
📍 Toronto