Executive Office Administrator
Full-Time, Permanent (Benefitted)
London, ON
- Application Deadline: May 21, 2025 -
The Executive Office Administrator provides senior level administrative support to the Chief Executive Officer (CEO), VP Finance & Corporate Services (CFO) and the Board of Directors, including numerous sub-committees of the Board. The Executive Office Administrator is expected to interact comfortably and professionally with the Executive and Senior Leadership Teams (ELT and SLT) and Board of Directors of CMHA Thames Valley Addiction and Mental Health Services (CMHA TVAMHS), as well as Ministry of Health (MOH), Ontario Health (OH) and all funding officials and representatives, various government agencies and numerous community partners on behalf of the CEO, CFO and Board of Directors.
This position is currently posted as a full-time, permanent position; however, this position is open to negotiation on part-time hours.
Consider revitalizing your career and making a difference in your community by joining our team!
WHAT WE'RE OFFERING:
What you'll be making - $31.76 to $35.84 per hour
The above are initial rates; with grid increases as per policy
Internal staff members will be placed on the appropriate grid based on their current rate of pay, up to Level 8 of the grid
When you'll work – 70 hours over a two-week period; Predominantly Monday-Friday 8:30am-4:30pm including a one-hour unpaid lunch break; with flexibility to support some meetings outside of regular work hours.
What your benefits will be – After a 90-day waiting period, will be enrolled in extended healthcare benefits
Your pension plan – Immediately enrolled in the Healthcare of Ontario Pension Plan (HOOPP)
HOW YOU WILL BE MAKING A DIFFERENCE:
Primarily responsible for managing schedules, coordinating meetings, and ensuring the smooth day to day operations of the CEO’s office.
Performs a wide variety of complex administrative duties for the Executive Office often including the handling of confidential information
Supports the CEO in the preparation and distribution of organizational reports
Uses independent judgment to review, screen and/or distribute communications (e.g. telephone calls, incoming mail, e-mail messages) to the Board and/or CEO; identifies items requiring priority attention and prioritizes and facilitates communication throughout the office
Actively participates within cross-functional teams to advance the Agency’s strategic directions and operational activities
Prepares and edits correspondence, communications, presentations and other documents
Actively participates in Operational Committees, as required
Coordinates logistics for meetings, including venue set up, agendas and note-taking
Provides accurate minute-taking at designated Leadership level meetings
Maintains CEO’s calendar; and accurately accounts for the CEO’s time and attendance
Responds to information requests on behalf of the CEO
Organizes CEO’s filing information; maintains accurate corporate files
Ensures compliance with governance obligations including its by-laws
Acts as a resource to the Board of Directors for inquiries related to Governance (e.g. by-laws, rules of order, requirements of record keeping and storage etc.)
Acts as liaison between the Board of Directors and Branch Employees or public inquiries
Compiles reports for all Board and Committee meetings
Ensures revisions to reports are documented for final presentation and approval by Board
Compiles and distributes Board agendas, all Committee Reports and other material for each Board meeting and Board Committee meeting
Provides accurate minute-taking at all Board-level meetings, documenting all requested revisions and filing accordingly
Assists various Board consultants, as required
Responsible for maintaining Leadership and Board Portals
Provide administrative and calendar support to the CFO/VP Finance & Corporate Services as requested
Makes travel and meeting arrangements for the CEO, CFO, Board Chair, Board of Directors and Executive Leadership as needed
Ensures that meeting rooms and / or virtual meetings are booked and are set up for meetings in advance, orders meals and refreshments for meetings as required
Maintains vacation requests for all VPs and maintains VP vacation calendar;
Works with Communications Team and relevant Leaders to coordinate All-Employee Meetings; co-ordinates logistics for seasonal activities on behalf of organization
Work with the Director, Quality, Risk and Performance on managing and maintaining CMHA TVAMHS’ Policy and Procedure Manual
Delegate tasks, as appropriate
Assists with special projects and perform other administrative tasks as needed
WHAT YOU'LL NEED TO APPLY:
Police Criminal Record Check Requirements
Successful candidates must have a Police Criminal Record Check completed in the last six months. Interested applicants who reside in the City of London and are in need of a Police Criminal Record Check (CRC) are encouraged to apply for one as soon as possible as CRCs in the City of London are currently taking approximately 2 weeks to be processed and offers of employment cannot be made without receipt of a CRC.
We require the following qualifications:
Post-secondary education in management and administration, or equivalent work experience (primary proof of credentials will be required during the hiring process i.e. original degree/diploma or official transcript)
Three to five years working at the executive level
Highly developed skills for accurately recording and maintaining meeting minutes, for both operational as well as governance purposes
Extensive working knowledge of MS Office software and other office technolog
Precise attention to detail
Superior oral and written communication skills
Self starter work ethic
Ability to work independently
Current, clear Criminal Record Check (CRC)
Demonstrated ability to attend work regularly
We prefer the following qualifications:
Valid drivers licence and access to a vehicle with adequate insurance to carry out job duties
Key Competencies:
Strategically align decisions with Branch mission, vision and values
Actively seeks opportunities and challenges for personal learning, character building, and growth
Models qualities such as honesty, integrity, resilience, and confidence
Takes responsibility for own performance and health; holds themselves and others accountable
Aware of self-assumptions, values, principles, strengths and limitations
Contribute to creation of healthy organization; facilitates environments of collaboration and cooperation to achieve results
Thinks analytically and conceptually, questioning and challenging the status quo to identify issues, solve problems, and design and implement effective processes
INTERNAL APPLICANTS: To be considered as an internal applicant, current staff members are reminded to apply using their @cmhatv.ca or @slwar.ca email address.
Get your application in by – May 21, 2025:
Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team.
We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact Human.Resources@cmhatv.ca
