Executive Assistant to the CEO

Canadian Mental Health Association; Sarnia; Hybrid; CAD 60,000 - 85,000; Full time

Job summary

Canadian Mental Health Association Lambton Kent is seeking an Executive Assistant to the CEO for a temporary full-time contract (until September 2028). The role supports the CEO and Board of Directors, handling confidential information and coordinating multiple departments and external stakeholders.

Responsibilities include scheduling, drafting correspondence and reports, preparing meetings and minutes, and ensuring board records are maintained.

Qualifications

• Post-secondary education in an Executive Office Administration or related field.
• Minimum 5 years in an Executive Administrative role, preferably supporting Boards of Directors.
• Experience in a not-for-profit environment is an asset.

Responsibilities

• Provide day-to-day executive administrative support to the CEO and Board of Directors.
• Schedule, draft and prepare correspondence and reports; coordinate department input; prepare and organize meetings; coordinate follow-up actions.
• Manage confidential matters and administrative functions per agency policy and CEO philosophy.
• Liaise with a wide range of agencies, government departments, and stakeholders on behalf of the CEO.
• Manage the CEO’s calendar and prioritize appointments; coordinate and document Board/Committee meetings and records.

Skills

Communication skills

Interpersonal skills

Leadership

Multitasking

Education

Post-secondary education in Executive Office Administration

Not-for-profit sector experience (asset)

Job description

Executive Assistant to CEO

Temporary Full-Time Contract - until September 2028

(Home office can be either Sarnia or Chatham site - requirement to travel between sites)

At Canadian Mental Health Association Lambton Kent a diverse, inclusive, and equitable workplace is one where all employees, volunteers, students and clients, whatever their gender, race, ethnicity, creed (religion), national origin, age, sexual orientation or identity, education or disability or any protected ground under the Human Rights Code, feel valued and respected. We are committed to a non-discriminatory and unbiased approach to inclusion including practice, environment and communication channels. We respect and value diverse life experiences and cultures and work to ensure that all voices are valued and heard.

POSITION SUMMARY

The EA to the CEO will provide a variety of day-to-day executive administrative support for the Chief Executive Officer and Board of Directors. The EA handles confidential and sensitive information and is responsible for diverse and changing duties such as: scheduling; drafting and preparing correspondence and reports including coordinating the input of several departments; preparation and organization of meetings which may include initiating or coordinating follow up actions; file and information management support at the executive level; communication with multiple internal and external stakeholders and organizational/logistical and administrative support to the Board of Directors.

Reporting to the CEO, the incumbent will be responsible for the following functions:

• Prepares outgoing correspondence, reports, and other materials from drafts, notes and oral instructions, ensuring accuracy, completeness and compliance with professional and agency standards and CEO’s philosophy and writing style;


• Prepares agendas for meetings, correspondence summaries and other items for meetings and takes minutes and records action items and ensures items are distributed appropriately;


• Manages matters of a confidential nature, and performs administrative functions based on understanding of agency policy, CEO's views and philosophy;


• Liaises with a wide variety of agencies, government departments, institutions, community groups and individuals to facilitate and coordinate information required, communicate messages and to carry out other tasks on behalf of the CEO;


• Manages the CEO’s calendar to establish appointment priorities and responding to meeting requests;


• Ensures that Board and Committee meetings run efficiently including, facilitating the Board’s compliance in accordance with CMHA-LK Board Policy and Procedures.


• Ensures Board records are logged, filed, maintained, and archived, according to policy and procedure.

Education required:

• Post-secondary education in Executive Office Administration or a relevant discipline from a community college.


• A minimum of 5 years working in an Executive Administrative position. Demonstrated experience working with and supporting Boards of Directors, preferably in the not-for-profit sector. Experience working in a unionized environment would be an asset.


• Valid Ontario Driver’s License and access to a car.


• Excellent communication, interpersonal, and leadership skills.


• Ability to work effectively with diverse teams and manage multiple priorities in a fast-paced environment.

• Valid Ontario Drivers License and access to a vehicle.

Hours of Work: 35 hours/week 8:30am-5:00pm. Flexible hours are required to meet the position requirements. Some evening hours are required.

Salary: Commensurate with experience, inclusive of HOOP.

If you require an accommodation, we will work with you to meet your needs. This information is available in an alternative format upon request, to accommodate individuals with a disability. While we thank all applicants for their interest, only those selected for an interview will be contacted. If contacted for an interview, please inform us should accommodation be required.