Office Manager

The Pod Group; Mississauga; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established community-based organization is seeking a dedicated Office Manager to provide vital administrative support. This role involves collaborating closely with the CEO and Board of Directors to ensure smooth operations and effective communication within the organization. The ideal candidate will possess strong organizational and interpersonal skills, a keen attention to detail, and a commitment to upholding the organization's values of equity and inclusivity. Join a team that values compassion and strategic thinking while making a meaningful impact in the lives of vulnerable populations in the Peel Region.

Qualifications

• 3-5 years of administrative experience, preferably in social services.
• Experience supporting a Board of Directors with meeting preparation.

Responsibilities

• Provide administrative support to the CEO and Leadership Team.
• Coordinate meetings and manage calendars effectively.
• Ensure compliance and maintain agency records and documentation.

Skills

Office Administration

Communication Skills

Organizational Skills

Interpersonal Skills

Attention to Detail

Confidentiality

Education

Degree or Diploma in Office Administration

Business or Related Program

Tools

Microsoft Office Suite

ADP

Job description

COMPASSIONATE ● STRATEGIC ● DETAIL-ORIENTED ● RESOURCEFUL ● CLIENT-CENTRED

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.

EDI-B VALUES

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 role 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.

MISSION

We are partnering with our client in search of a highly motivated, compassionate, and organized Office Manager. Reporting to the Chief Executive Officer (CEO), the Office 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.

PRIORITIES

Leadership Support:

1. Manage and provide administrative support as required by the CEO, ensuring all key duties are accomplished timely and efficiently.
2. Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate.
3. Participate in and coordinate meetings including bookings, scheduling, preparing an agenda and minutes, distributing material and all other arrangements.
4. High level calendar management with emphasis on proactive planning and scheduling meetings.
5. Develop and prepare letters, manuals, reports, presentations, agendas, etc., as required.
6. Provide accurate word-processing support by composing and editing a variety of documents, including confidential correspondence.
7. Update and maintain information and generate reports as required in support of the CEO’s request.
8. 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.
9. Manage information in a timely and accurate manner and uphold a strict level of confidentiality.
10. Demonstrate respect for clients and adherence to the agency’s protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation.
11. Provide support to the leadership team in a variety of functions including Human Resources, Payroll, Accounting, and Recruitment.

Board Support:

1. 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.
2. Prepare and present reports to the Board of Directors and stakeholders as required.
3. Ensure the organization maintains a strong, positive image to relevant stakeholders and the general public.

Other Administrative Support:

1. 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.
2. Monitor, manage and improve the efficiency of support service contracts.
3. Support purchasing of PPE, office orders, and memberships to ensure proper inventory is maintained.
4. Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required.
5. Maintain agency records and documentation and ensure compliance.
6. All other duties as assigned.

MINIMUM REQUIREMENTS

1. A degree or diploma in office administration, business, or related program.
2. 3-5 years experience of administrative/office management experience, preferably within the social services sector.
3. Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations.
4. A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality.
5. Strong computer skills, with knowledge of Microsoft Office Suite and basic system troubleshooting.
6. Experience with or knowledge of ADP is an asset.
7. Proficient in spelling and grammar with strong attention to detail and accuracy.
8. Strong interpersonal skills with an emphasis on communication (oral, written, and visual).
9. Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives.
10. Self-motivated and effective in working both individually and as a team member.
11. Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders.
12. Completion of a successful Vulnerable Sector Check/Criminal Record Check.
13. Valid CPR/First Aid and CPI certificates.
14. Ontario driver’s licence with access to a vehicle and valid insurance.