Senior Administrative Assistant

Canadian Mental Health Association, Ontario; Toronto; Hybrid; CAD 70,000 - 73,000; Full time

Benefits offered by this job

HOOPP pension

Life insurance

Health insurance

Dental insurance

Paid time off

Professional development

Hybrid work

Job summary

CMHA Ontario is seeking a Senior Administrative Assistant to support the COO and four Chief Officers. The role covers calendar management, meeting coordination, travel arrangements, and confidential records handling in a healthcare environment.

Ideal candidates have 3–5 years of admin experience and proficiency with Outlook, SharePoint, Smartsheet, Salesforce, and Excel. This 12-month, full-time contract offers hybrid work in Toronto with comprehensive benefits.

Qualifications

• 3–5 years of administrative experience or equivalent training.
• Experience in healthcare sector is an asset.
• Ability to manage confidential information with discretion.
• Proficient calendar management, meeting coordination, and records processing.

Responsibilities

• Provide administrative and coordination support to the COO and four Chief Officers.
• Manage Outlook calendars, schedule meetings, prepare agendas and presentations.
• Process invoices, expense claims, and records; take and distribute minutes.
• Organize travel arrangements and support large meetings or stakeholder events.

Skills

Administrative support

Communication

Interpersonal skills

Time management

Discretion

Tools

Outlook

SharePoint

Smartsheet

Salesforce

Excel

Word processing

Spreadsheets

Databases

Job description

The Canadian Mental Health Association (CMHA), Ontario is committed to improving services and support for individuals living with mental illnesses and addictions issues, and to the promotion of mental health in Ontario.

We are currently seeking an experienced individual to join the CMHA Ontario Team as a Senior Administrative Assistant. Reporting to the Chief Operating Officer (COO), the Senior Administrative Assistant will provide daily administrative and coordination support to the COO, as well as four Chief Officers who serve as members of the executive leadership team.

Job Responsibilities

Working with each Chief Officer, provide support as appropriate, including:

• Confidentially coordinate time management activities of the Chief Officers, including managing an Outlook calendar, scheduling appointments, coordination meeting, agendas, presentations, and event planning.
• Provide core administrative and clerical support, including managing incoming and outgoing mail, processing invoices, expense claims, and records management, taking and distributing meeting minutes.
• Responding to and redirecting unsolicited email/calls.
• Diligently support and administer privileged material and information confidentially and with sensitivity.
• Maintains records. Ensuring confidentiality of files and prepare correspondence, memos, meeting minutes, and various reports and spreadsheets.
• Setting up surveys and preparing reports using online survey tools, and appropriate technology.
• Organizing travel arrangements.
• Support in the coordination of large meetings and stakeholder events.
• Meeting regularly with the Executive Assistant to the CEO & Board Liaison to coordinate and plan accordingly across the C-suite.

Administrative and Technical Skills

• You know administrative protocols and procedures to provide support to the Chief Officers with minimal direction.
• You can use various software programs (word processing, Outlook, SharePoint, Smartsheet, Salesforce, graphics, spreadsheets, and databases) to produce accurate reports, correspondence, presentations, charts, tables, and other documents.
• You have communication and interpersonal skills to manage relationships with internal and external stakeholders and staff.
• You have analytical and problem-solving skills to determine how to respond to queries, how to prepare suitable documents/reports/presentations, and how to manage conflicts in the Chief Officer's calendar.
• You have good written communication skills to prepare clear, accurate correspondence, reports, etc.
• You can manage sensitive and/or confidential information with discretion
• Minimum 3-5 years’ work experience in an administrative capacity or equivalent training.
• Experience within the healthcare sector is an asset.

Organizational and Prioritization Skills

• You can determine work priorities when facing conflicting demands and deadlines.
• You have good organization skills to manage incoming correspondence and various administrative tasks.
• Well-developed administrative, organizational, and problem-solving skills that enable effective multitasking, prioritization, and time management to meet competing.

Behavioural Competencies

• Teamwork/Collaboration
• Interpersonal Communication
• Initiative
• Time Management
• Diplomacy and Tact
• Adaptability/Flexibility
• Organizational Commitment
• Judgement/Acuity
• Problem solving/Troubleshooting
• Creativity

Salary

Hiring Rate: This position pays between $70,000.00 and $73,000.00 per annum, based on a 35-hour work week.

The successful candidate will be eligible for a comprehensive benefits package that includes pension through HOOPP, life, health, and dental insurance, exclusive paid time-off and opportunities for professional development.

Working Conditions

This is a 12-month contract of full-time employment. The position is based in Toronto, Ontario (180 Dundas Street West, Suite 2301). We operate within a hybrid model, with colleagues working from the office 3 days/week and from home 2 days/week and flexibility to work from the office up to 5 days per week, as required.

This role is both an active job of continuous outreach and desk work with extended periods of sitting, reading, telephone interaction, and/or working at the computer. Attendance at various meetings throughout the workday/work week will be required; meetings may occur on short notice, depending on the circumstances.

This position is not within the bargaining unit.

As a condition of employment, the successful candidate will be required to maintain and submit proof of full COVID-19 vaccination.

The Canadian Mental Health Association celebrates the value of a diverse workforce that brings professional and lived experience and expertise from a wide variety of backgrounds and life
circumstances. Whatever your background, if you feel you meet the requirements of this role then we want to hear from you.

Workplace and candidate accommodation is available at all stages of the recruitment and selection process upon request. To request accommodation, please contact us at [e-mail]

We do not use artificial intelligence (AI) tools to screen, assess or select applicants at any stage of the hiring process. All applications will be reviewed and evaluated by our Human Resources team and hiring managers.