Administrative Manager

The Pod Group; Mississauga; On-site; CAD 50,000 - 65,000; Full time

Job summary

The Pod Group partners with a community-based organization in Peel Region to recruit an Administrative Manager. This role provides executive support to the CEO and leadership team, coordinates meetings, manages calendars, and oversees confidential information with a focus on efficiency and accuracy.

You will assist with HR, payroll, accounting, recruitment, and board reporting, while supporting fundraising and grant activities.

Qualifications

• Degree or diploma in office administration or related program.
• 3–5 years of administrative/office management experience, preferably in social services.
• Experience supporting a Board of Directors including monthly package prep and presentations.
• Youth service focus with maturity, confidentiality, and discretion.
• Strong computer skills, MS Office, basic system troubleshooting.

Responsibilities

• Provide administrative support to CEO, Board of Directors, and Leadership Team.
• Screen calls and mail/emails for the CEO and respond as appropriate.
• Coordinate meetings: bookings, scheduling, agendas, minutes, distributing materials.
• Manage high-level calendar with proactive planning.
• Prepare letters, manuals, reports, presentations, agendas, etc.
• Coordinate annual general meetings and agency fundraising events.
• Maintain confidentiality and manage information accurately.
• Support Leadership Team in HR, Payroll, Accounting, and Recruitment.
• Support board meetings with scheduling, agendas, minutes, and presentations.
• Prepare and present reports to Board and stakeholders.
• Oversee general administrative systems: email, scheduling, databases, forms, file systems, passwords, accounts.
• Assist with PPE purchasing, office orders, memberships, inventory.
• Research and prepare information for grants and fundraising.
• Perform other duties as assigned.

Skills

Microsoft Office Suite

Strong communication

Highly organized

Interpersonal skills

Confidentiality

Teamwork

Education

Degree or diploma in office administration

Tools

ADP

Job description

A growing, community-based organization that provides residential and outreach support for homeless individuals in Peel Region. They are a leading organization recognized in the community for its commitment to providing youth in need with a safe environment and access to services to help them achieve independence and foster growth.

Are you passionate about organizational success?

The Pod Group is partnering with this amazing organization to place a resourceful, hands‑on, and organized individual to fulfill the role of an Administrative Manager.

OVERVIEW

A growing, community-based organization that provides residential and outreach support for homeless individuals in Peel Region. They are a leading organization recognized in the community for its commitment to providing youth in need with a safe environment and access to services to help them achieve independence and foster growth.

WHY YOUR ROLE MATTERS

We are partnering with our client 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.

HOW YOU WILL MAKE AN IMPACT

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.
• 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.
• 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.

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.
• Support purchasing of PPE, office orders, and memberships to ensure proper inventory is maintained.
• Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required.
• All other duties as assigned.

WHAT YOU WILL BRING

• 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.
• Experience with or knowledge of ADP is an asset.
• 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 licence with access to a vehicle and valid insurance.

OUR COMMITMENT TO EDIB

The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their roles in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti-racism, anti-oppression, equity,diversity, inclusivity, and belonging.

Salary Range: $50,000 to $65,000 CAD Annually

Vacancy: Current Opening