Executive Assistant to COO/VP Program Services

Kinark Child & Family Services; Markham; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Kinark Child & Family Services seeks an Executive Assistant to support the COO and provide project coordination. This role involves managing senior schedules, stakeholder communication, and preparing materials, all within a dynamic environment focused on improving outcomes for children and youth. The ideal candidate should have significant administrative experience and excel in a collaborative, confidential setting, contributing to a mission-driven organization.

Benefits

Competitive salary and comprehensive health and dental benefits

Employer Matching Defined Contribution Pension Plan

Employee Wellness Program

Extensive Educational and Training Opportunities

Qualifications

• Minimum five years' experience in administration support role.
• Advanced knowledge of office software like Word, Excel, and PowerPoint.
• Strong planner with effective communication and writing skills.

Responsibilities

• Manage schedules for COO and Directors, liaise with stakeholders.
• Project coordination for strategic priorities and material preparation.
• Event coordination for departmental and corporate events.

Skills

schedule management

communication

technological savvy

confidentiality

Education

college diploma in office administration

Tools

Office 365

WebEx

OneNote

Teams

SharePoint

Job description

Executive Assistant to COO/VP Program Services - (1362)

Kinark Child and Family Services has a rich 50-year history serving children and youth through a wide range of evidence-based mental health services that include individual, family, and group counselling. We are on a mission to help children and youth with complex needs achieve better life outcomes with a broader vision of a healthy future for Ontario’s children and youth. We have a passionate team of over 700 staff serving close to 9,000 children and youth each year in our three program streams - Community-based Child and Youth Mental Health, Autism, and Forensic Mental Health.

Our people are the heartbeat of our organization where ‘Holding children, youth, and families at the centre of all that we do’ is only one of the values that guides our work.

In support of our journey towards being an employer of choice in our sectors, our staff is engaged for feedback to identify and support improvements, big and small, to enhance the employee experience.

If you have a passion for making a difference in the lives of children and youth with complex needs and want to be part of the mission we are on… Come join our team!

For more information about Kinark, our values, our strategic priorities, and our service programs, please visit ourwebsite atwww.kinark.on.ca .

What we offer:

• Competitive salary, comprehensive health and dental benefits, and other employment perks *
• Flexible work arrangement supporting employee work life balance
• Employer Matching Defined Contribution Pension Plan up to 6% *
• Employee Wellness Program
• Extensive Educational and Training Opportunities and Supports
• Supportive work environment with regular Supervision and Feedback
• Renowned Accredited Clinical Programs

*Dependent on hours worked, length of service and/or collective agreement (where relevant)

We currently have an opportunity for:

Position Title

Executive Assistant to COO/VP Program Services

Program Lists

Kinark Child & Family Services

Location

Markham, ON L3R 5X5 CA (Primary)

Reg/Temp

Regular

Start Date

Temporary End Date

Full/Part Time

Full-Time

Relief

No

Other Employee Classification (if applicable)

Total # of hours per week

35

# of Positions

1

Close Date

July 2, 2025

Job Description

Job Summary:

Reporting to the COO/VP Program Services, the Executive Assistant provides administrative support and project coordination to the assigned Executive and their direct reports, ensuring stakeholder needs are met.

Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. This role (Executive Assistant) is assessed as a Roamer position requiring minimal 2 days per week in the office unless business demands require.

Summary of Duties & Responsibilities (but not limited to):

• Provide schedule management for COO and Directors in the portfolio
• Liaising with internal and external stakeholders to notify COO of pending deadlines, important issues affecting portfolio services and any potential difficulties arising
• Project coordination for designated COO strategic priorities
• Material preparation including reports, presentations and minutes
• Prepare credit card reconciliations and expense reports for COO and direct reports
• Process and track invoices for departments within the portfolio
• Support Board committees by preparing agendas, coordinating materials and preparing minutes
• Utilize available technology applications to improve workflow and processes throughout the COO’S portfolio, with an emphasis on Lean improvements
• Event coordination for department and corporate wide events
• Work effectively as a member of the Administrative Support Team
• Other duties as assigned

Qualifications:

• Minimum of a college diploma in office administration or a related field**
• Minimum five years experience in administration support role, handling multiple senior management schedules and administrative needs
• Advanced knowledge of Office 365 products (Word, Excel and PowerPoint)
• Knowledge of WebEx, OneNote, Teams and SharePoint is an asset
• Technologically savvy with a willingness to learn
• Self-starter who succeeds in a collaborative environment
• Ability to lift light objects (5kg/11lb)
• A strong planner, able to anticipate the needs of the COO and team
• Confident communicator with effective writing skills
• Able to use discretion and understand the importance of confidentiality
• Ability to manage competing priorities
• Financial skills related to purchase orders, expenses, reconciliations
• Ability to attend monthly Board committee meetings after regular work hours

** Please note that Equivalent combination of education & experience will be considered.

Kinark Child and Family Services conditions of employment include but are not limited to successful Criminal Record Check with Vulnerable Sector Screening or Criminal Broad Record Check, based on position, and completed Pre-Employment Medical certificate.

Candidates must have the skills and knowledge needed to work with an increasingly diverse client and staff population as well as a proven commitment to anti-oppression, equity, and inclusion as relevant for the role applied to.

Kinark Child and Family Services values inclusivity and diversity in the workplace, including age, ancestry, disability, gender expression, gender identity, race, religion and sexual orientation, that make each of us unique, and recognize that people experience oppression based on these characteristics and identities. We encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation during any stage of the recruitment process, please notify People and Culture at [e-mail] [phone].

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.