Administrative Assistant

About CMHA of NB

The Canadian Mental Health Association of New Brunswick Inc. (CMHA of NB) is part of a nationwide, voluntary organization that that envisions a country where mental health is a universal human right. CMHA of NB work is guided by the mission of ensuring that all people in New Brunswick experience good mental health and well-being.

CMHA of NB is STEADFAST and has long fought to improve the state of mental health in New Brunswick, yet acknowledges that the work is ongoing and remains committed to this important task. CMHA of NB is INCLUSIVE and strives for all people in New Brunswick to see themselves represented and served by CMHA of NB. The organization values the voice of those who have experienced mental illness and recognize a diverse range of mental health approaches.

CMHA of NB is PROACTIVE, with leaders who value action over mere talk, and is committed to innovation and forward-thinking to continually address and improve mental health in New Brunswick. Furthermore, CMHA of NB is COMPASSIONATE, approaching its mission with empathy, care, love, and kindness.

CMHA of NB, being COLLABORATIVE, mobilizes and marshals resources, partners, and people to come together to realize necessary changes in our communities and in the mental health system in New Brunswick. CMHA of NB provides a wide range of services and supports to people who are experiencing mental illness, their families, friends, and the public. One of the core goals of these services is to help people with mental illness develop the personal tools to lead meaningful and productive lives.

Position Summary:

The Administrative role is designed to strengthen the foundation of our delivery service by ensuring that clients, staff, and partners receive timely, accurate, and compassionate support. This role manages front?desk communication, coordinates appointments and referrals, maintains confidential client data, and processes invoices. It also oversees office supplies, equipment, training room bookings, and program laptops to keep daily operations running smoothly.

Key Responsibilities:

· Serve as the first point of contact for clients, community partners, and visitors, ensuring every individual feels welcomed, respected, and supported.

· Manage the front desk, including phone, email, and social media inquiries, and provide clear, helpful information.

· Coordinate appointment scheduling and manage the client referral system to ensure clients are matched quickly and appropriately with the right Employment Counsellor.

· Maintain client information and data with confidentiality, accuracy, and professionalism.

· Process and track Job Coach invoices and TESS (Training & Employment Support Services) invoices.

· Gather quotes and prepare documentation for client support, equipment, and services.

· Manage office supplies, equipment, and inventory to ensure our environment remains functional and accessible.

· Oversee booking and rental of training rooms.

· Support day?to?day operations to ensure seamless service delivery.

· Manage program laptops and ensure equipment remains updated and functional.

· Assist clients with resume/cover letter updates, job search activities, and basic technology needs.

· Update social media and maintain the on-site job board to promote opportunities and community engagement.

· Assist with outreach, including presentations, job fairs, and community engagement activities.

Qualifications:

· Diploma or Post-secondary education in Office Administration, Business Administration, or a related field.

· 1-3 years of administrative or front?desk experience, preferably in a community, nonprofit, or client?service setting.

· A combination of related work experience and education may be considered.

· Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams) and confidence using databases and digital tools.

· Experience with social media updates, community outreach, or event support is an asset.

· Proficiency in both English and French languages is an asset.

· A valid Work Permit is mandatory for temporary residents.

· Residency in New Brunswick (NB) or willingness to relocate is mandatory.

· A new Criminal Record and Vulnerable Sector Check is mandatory.

Core Competencies:

· Interpersonal Relationship

· Networking

· Communication

· Service Orientation

· Self-Development

· Accountability

· Values, Ethics, Integrity

· Equity, Diversity and Inclusion (EDI)

· Financial Acumen

· Flexibility

· Self-Management and Resilience

· Teamwork and Collaboration

· Leadership and developing others

· Strategic Thinking

· Project Management

· Change Management

· Creative Problem Solving & Decision Making

Knowledge, Skills, & Abilities:

· Knowledge of administrative and front?desk procedures, including reception, scheduling, records management, and customer service.

· Knowledge of Microsoft Office 365, digital communication tools, and social media platforms.

· Exceptional communication skills (verbal and written) to support clients, staff, and community partners in a welcoming and respectful manner.

· Data entry and documentation skills, ensuring accuracy and confidentiality.

· Inventory management and office coordination skills, ensuring smooth day?to?day operations.

· Resume and job?search support skills, providing basic employment?readiness assistance to clients.

· Ability to create a warm, inclusive, respectful first point of contact for clients and visitors.

· Ability to manage confidential information with professionalism, discretion, and integrity.

· Ability to balance administrative tasks with client?facing responsibilities, maintaining service quality.

Other Attributes:

· Passionate about mental health advocacy and community well-being.

· High emotional intelligence and empathy in leadership.

· Commitment to ethical and evidence-based practices.

Working Conditions:

· Work Environment:

o Primarily based in an office setting with flexibility for remote work as needed.

o Occasional travel within New Brunswick to attend meetings, community events, and community partners engagements.

o Collaborative and team-oriented work culture, with engagement across multiple departments and external partners.

· Work Hours:

o Full-time position with a standard workweek of 37.5 hours.

o Occasional evening and weekend work may be required.

o Flexibility in schedule to balance organizational needs with work-life balance.

· Physical & Mental Demands:

o Requires sustained periods of sitting, working at a computer, and attending virtual or in-person meetings.

o Fast-paced environment with multiple priorities, requiring strong time management and decision-making skills.

o Emotional resilience needed when handling sensitive mental health-related topics and high-stakes advocacy.

o High level of accountability, requiring creative thinking and problem-solving.

· Health & Safety Considerations:

o Regular adherence to occupational health and safety policies, especially when attending community sites or working with vulnerable populations.

o Exposure to emotionally charged situations and discussions, requiring strong self-care practices and support mechanisms.

How To Apply:

· Please submit your resume and cover letter in one PDF file to [email protected].

· CMHA of NB is committed to building a skilled and diverse workforce that reflects the New Brunswickers we serve. As an equal opportunity employer, we actively support workplace equity for all persons, and are committed to including and reflecting the population we serve. CMHA of NB encourages applicants to identify as belonging to one of the designated groups of the Employment Equity Act. Preference shall be given to those who demonstrate they are among the most qualified as stated above. Employment Equity Act

We thank all those who apply; however, only those selected for further consideration will be contacted.