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 [email protected]

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