General Office Help jobs in Mississauga, ON

About the Job

Reporting to the Senior Executive Administrator (SEA), the Executive Administrator is responsible for providing administrative support to the Chief Financial and Corporate Services Officer (CFCO) and the Chief Health and Housing Services Officer (CHHO). They will be responsible for record keeping, reporting, and supporting the Board of Directors through the Committees of the Board.

Duties and Responsibilities:

Executive Support

• Represent the office of the CFCO and CHHO in a professional, customer-focused manner, maintaining the highest level of confidentiality

Committees of the Board Liaison

• Act as a liaison and provide support to the Committees of the Board
• Arrange and handle all logistics for Committee Meetings and events: schedule meetings, draft agendas, develop, compile, and distribute briefing notes and presentation materials, and record meeting minutes on behalf of Board Secretary
• Support the onboarding and offboarding of Board Directors
• Maintains the Board By-laws, board policies, minute books and keep the portal up to date
• Work with the Communications team to ensure all required board documents are made available to the public as required by Broader Public Sector requirements.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters and legislation (i.e. Form 1)
• Support the Senior Executive Administrator with additional matters of the Board of Directors, as required

Administrative Tasks

• Complete broad administrative tasks that facilitate the CFCO and CHHO’s ability to effectively lead the organization, including assisting with special projects, designing and producing documents, reports, and presentations, collecting and preparing information for meetings with staff and outside parties
• Serve as the primary point of contact for internal and external parties on matters pertaining to the CFCO and the CHHO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, or referral, exercising judgement
• Contract management support, including storing, inventorying and flagging when contracts are due
• Ensure Organization records are kept and maintained as required by law and made available when required by authorized persons
• Maintenance of insurance certificates and documents including distribution of certificates to all third parties
• Administration of invoice process requiring CFCO and CHHO approval including account coding and preparing documentation for approval
• Provide daily administrative support
• Attend meetings to act as recorder and preparing concise, accurate minutes from each meeting
• Maintain and refine internal processes that support the CFCO and the CHHO. Look for process improvements to current workflows

Training

• Leads the organizational Administrators Meeting and provides feedback from the meeting to Directors and Managers on process related issues

Scheduling

• Manage the schedule of the CFCO and CHHO, including problem solving to prevent conflicts and follow up as required

Logistics

• Provides general overall committee and meeting support
• Support arrangements and organization of the Annual Meeting

Organizational Responsibilities

• Contribute to and demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
• Demonstrate a positive professional attitude when representing the organization
• Adhere to agency Health & Safety Program and the Client Safety Framework in the promotion of client safety
• Perform additional duties as required/delegated

Qualifications:

• Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
• 3+ years’ experience in an executive administrator position in a fast-paced and customer focused environment
• Governance experience (working with a board of directors) is an asset

Knowledge and Skills:

• Act professionally at all times and handles confidential information with discretion and diplomacy
• Excellent written and verbal communication skills with proven ability to create and format business documents
• Excellent computer literacy including Internet, Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Ability to organize and manage a diverse range of assignments and projects with high efficiency yet thorough attention to detail and follow through, versatile and able to adjust to changing priorities and deadlines
• Resourceful and independent and also comfortable working in a fast-paced team environment
• Superior interpersonal skills with demonstrated ability to manage relationships
• Strong knowledge of general office procedures involving procurement, travel arrangements and budget management
• High level of sound and independent judgement, reasoning and discretion
• Professional, responsive and positive work attitude
• Experience in project management, communication, leadership, and crisis management
• Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and invisible dimensions of diversity
• Strong analytical and organizational skills
• Demonstrated ability to work without direct supervision in a team environment
• Proficient in MS Suite (Word, Excel, Power Point and Outlook)
• A vehicle, valid driver’s license, and adequate insurance coverage
• Valid Certification in First Aid & CPR
• Training in ASIST and CPI

Reporting Function:

The Executive Administrator will report directly to the Senior Executive Administrator. They will support the Chief Financial and Corporate Services Officer and the Chief Health and Housing Officer. They will work with both internal and external partners and will interact with all levels within the organization. They will have no supervisory responsibilities.

They will be a support system, resource, and an advocator for the team and organization.

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday) with the ability to work excess/overtime hours where required
• Able to work well with internal and external clients
• Able to drive, walk (site locations) regularly
• Able to sit for prolonged periods of time
• Able to answer and communicate telephone calls and general computer use
• Computer screen use (multiple screens if applicable) for prolonged periods of time
• Able to lift up to 20lbs (product, documents, etc.)
• Vehicle travel to sites for visits

SHIP Values:

• Compassion, Hope, Inclusion, Respect, Professionalism