Administrative Manager

Our Place Peel; Mississauga; Hybrid; CAD 55,000 - 80,000; Full time

Job summary

Our Place Peel is seeking an Administrative Manager to support the CEO, Board of Directors and Leadership Team. You will manage calendars, prepare letters and reports, coordinate meetings and events, assist with HR, payroll, accounting and recruitment, and maintain confidential information.

You will foster relationships with staff, volunteers and stakeholders, ensuring adherence to policies and procedures. The role requires a degree or diploma in office administration, 3–5 years of admin/office

Qualifications

• Degree or diploma in office administration, business, or related program.
• 3–5 years experience in administrative/office management, preferably in social services.
• Experience supporting a Board of Directors with information packages and presentations.
• Youth service focus with maturity, confidentiality, and discretion.
• Strong spelling/grammar, attention to detail, and accuracy.

Responsibilities

• Provide administrative support to the CEO, Board, and Leadership Team.
• Manage calendars, schedule meetings, prepare agendas and minutes.
• Coordinate meetings, bookings, and related materials for events.
• Prepare letters, manuals, reports, presentations, and confidential documents.
• Support HR, payroll, accounting, and recruitment tasks as needed.
• Coordinate AGM, fundraising events, and communications with stakeholders.
• Maintain confidentiality and ensure policy compliance across functions.

Skills

Administration

Calendar management

Board support

Communication

Confidentiality

Interpersonal skills

Organization

Teamwork

Education

Degree or diploma in office administration

Tools

Microsoft Office Suite

Job description

Our Place Peel is a growing, community-based, non-profit charitable organization that is focused on providing shelter and outreach support for homeless and disadvantaged youth in the Peel Region. We are a leading organization recognized in the community for our commitment to providing youth in need with a safe environment and access to services to help them achieve independence and foster growth.

Our Place Peel's mission is to empower youth through prevention, intervention, shelter and community partnerships-fostering healing, growth, and lasting housing stability. Their vision is to ensure every youth has a safe, stable place to live.

Position Profile

Our Place Peel is in search of a highly motivated, compassionate, and organized Administrative Manager. Reporting to the Chief Executive Officer (CEO), the Administrative Manager is responsible for providing administrative support to the CEO, Board of Directors and Leadership Team while promoting an environment consistent with the organization’s vision, mission, and values.

Role Overview

Leadership Support:

• Manage and provide administrative support as required by the CEO, ensuring all key duties are accomplished timely and efficiently.
• Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate.
• Participate in and coordinate meetings including bookings, scheduling, preparing an agenda and minutes, distributing material and all other arrangements.
• High level calendar management with emphasis on proactive planning and scheduling meetings.
• Develop and prepare letters, manuals, reports, presentations, agendas, etc., as required.
• Provide accurate word-processing support by composing and editing a variety of documents, including confidential correspondence.
• Update and maintain information and generate reports as required in support of the CEO’s request.
• Coordinate the agency’s annual general meeting, public meetings, and agency-wide fundraising and awareness events, including sending out invitations, preparing annual reports, contacting appropriate service providers, etc.
• Supports with donation processing (entering, letter creation and distribution).
• Manage information in a timely and accurate manner and uphold a strict level of confidentiality.
• Demonstrate respect for clients and adherence to the agency’s protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation.
• Provide support to the leadership team in a variety of functions, including Human Resources, Payroll, Accounting and Recruitment.

Board Support:

• Participate in and support monthly board meetings, including scheduling, preparing a draft of agendas and minutes, creating presentations, distributing material, and maintaining files and reports as necessary.
• Prepare and present reports to the Board of Directors and stakeholders as required.
• Ensure the organization maintains a strong, positive image to relevant stakeholders and the general public.

Other Administrative Support:

• Ensure effective administration of all administrative functions and systems, such as email management, scheduling, databases and forms, file systems, passwords, accounts, phone and fax systems, mail, etc.
• Monitor, manage and improve the efficiency of support service contracts.
• Support purchasing of PPE, and office orders to ensure proper inventory is maintained.
• Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required.
• Maintain agency records and documentation and ensure compliance.

All other duties as assigned.

Qualifications

• A degree or diploma in office administration, business, or related program.
• 3-5 years experience of administrative/office management experience, preferably within the social services sector.
• Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations.
• A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality.
• Strong computer skills with knowledge of Microsoft Office Suite and basic system troubleshooting.
• Proficient in spelling and grammar with strong attention to detail and accuracy.
• Strong interpersonal skills with an emphasis on communication (oral, written, and visual).
• Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives.
• Self-motivated and effective in working both individually and as a team member.
• Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders.
• Completion of a successful Vulnerable Sector Check/Criminal Record Check.
• Valid CPR/First Aid and CPI certificates.
• Ontario driver’s license with access to a vehicle and valid insurance.

Our Place Peel is an equal-opportunity employer. Accommodations for disabilities will be provided to support participation in all aspects of the recruitment process upon request.We are dedicated to providing an atmosphere free from barriers in order to promote equity, inclusivity and diversity. We celebrate and welcome the diversity of all employees!