Executive & Office Coordinator

Job Description

<h3>Job Description</h3><p>Job Description<p>POSITION  Executive & Office <span >CoordinatorORGANIZATION</span> Addictions and Mental Health Ontario (AMHO)LOCATION  Toronto, ON   <br><br><b>Do you have exceptional organizational skills, discretion and the ability to manage diverse priorities across internal departments and external stakeholders? Do you enjoy preparing correspondence, reports and meeting materials, and ensuring seamless execution of board and committee functions?  Are you passionate about joining a member-based association with a mission of making Ontario the home of the best addiction and mental health system, anywhere? </b><br><br><b>If so, we’d love to hear from you!</b><br /> SummaryThe Executive & Office Coordinator is responsible for a wide range of executive level administrative support to the Chief Executive Officer and the leadership team. They will be required to anticipate needs, think critically, and manage multiple priorities, engaging with leaders and stakeholders with a high level of professionalism and discretion. The incumbent will collaborate with the CEO (who also acts as Board Secretary, ex-officio) and the Director, Finance & Operations, to deliver exceptional administrative service to the Board and its Committees. They will also provide project and event support and may have responsibilities in other areas.About the <span >OrganizationAddictions</span> and Mental Health Ontario (AMHO) represents over 150 organizations that provide front-line substance use, addiction, and mental health support and services. AMHO members support Ontarians through their mental health and substance use health challenges by providing community-based and hospital-based services including counselling, structured psychotherapy, case management, crisis support, withdrawal management, live-in addictions treatment, peer support and consumer-survivor programs, harm reduction, and supportive housing.<br><br>We engage our members, government, and allies to lead changes that will revolutionize the addiction and mental health care experience for people in Ontario. AMHO is known for its thoughtful, evidence-informed research projects, policy advocacy, capacity building and system transformation initiatives, knowledge exchange, education, and quality improvement programs. We are a small, energetic, and nimble team dedicated to advancing AMHO’s mission.<br><br>In addition to market competitive compensation, we offer 3 weeks of vacation to start, an industry-leading benefits package including health and dental coverage, a defined-benefit pension plan (HOOPP), and the flexibility of a hybrid work environment.<br /> About the OpportunityAreas of Accountability:<br />Calendar, schedule management, travel coordination<ul><li>Maintain and organize the CEO’s calendar and contacts, schedule appointments, meetings, travel arrangements, and manage expense reimbursement using appropriate prioritization and using good judgement to resolve conflicts that arise.</li><li>Support the schedule management and travel needs of the leadership team as needed.</li><li>Primary contact for board of directors regarding meeting and committee scheduling and logistics.</li></ul>Meeting administration:<ul><li>Support the preparation of agendas and meeting briefs, take minutes where required, and ensure all necessary meeting materials are organized for the CEO’s meeting schedule.</li><li>Develop tracking processes to support effective follow-up on action items and deliverables.</li><li>Partner with the CEO and Director, Finance & Operations to effectively support the Board’s meeting schedule and work plan. This includes tasks such as the preparation, collation, and distribution of agendas and meeting materials, and taking minutes.</li><li>Secure venues and organize catering and site needs for in-person meetings and events.</li></ul>Document management:<ul><li>Prepare and review documents, presentations, and reports for internal and external audiences at the direction of the CEO and on an as needed basis, in support of the senior leadership team.</li><li>Maintain and organize select corporate records and information (i.e. minutes, by-laws, correspondence).</li></ul>Office administration:<ul><li>Acts as the initial point for contact at AMHO for external stakeholders by phone and email.</li><li>Maintain inventory of meeting supplies, general maintenance of the office environment and technology.</li><li>Maintain CEO Office OneDrive, ensuring files are organized and up to date.</li><li>Collaborate with the Director, Finance & Operations to organize the in-person quarterly all-staff meetings and holiday socials, including agenda development, logistics, special bookings, catering, and guests.</li></ul>Project and Event support:<ul><li>Assist with research, communication, and other administrative tasks related to projects led by the CEO and/or the leadership team as assigned.</li><li>Support the planning and execution of AMHO events and meetings on an as needed and defined basis.</li><li>Support the success of the Annual Members Meeting, including acting as Recording Secretary and supporting event planning.</li></ul>Qualifications and Experience<ul><li>Relevant post-secondary diploma or degree, such as business administration, nonprofit management.</li><li>A minimum of 5 years’ experience providing administrative support to leaders, with exposure to governance at a charity, not-for-profit, or broader public sector organization strongly preferred.</li><li>Bilingual (English/French) an asset.</li></ul><br />Skills and Competencies:<ul><li>Handles sensitive information with the highest level of integrity, confidentiality, and discretion.</li><li>Professional and articulate oral and written communication skills.</li><li>Ability to plan ahead, anticipate challenges, problem-solve, and work within deadlines.</li><li>Ability to work independently, exercise good judgment, and anticipate needs.</li><li>Works effectively and efficiently, building strong relationships with team members and stakeholders.</li><li>Represents AMHO with the highest level of professionalism and service-orientation.</li><li>Excellent technology skills with administrator experience in Zoom workplace and Teams.</li><li>Expert proficiency in Microsoft Office 365 suite and proficiency with Adobe Acrobat Pro.</li><li>Experience with membership CRMs, an asset.</li></ul><br />Please inform us if you require any accommodation during the hiring process.  We thank all applicants in advance, however, only those under consideration will be contacted.  Addictions and Mental Health Ontario is an equal opportunity employer, and we are committed to building an inclusive, diverse, accessible and respectful workplace.  AMHO always encourages people with lived experience with addiction and mental health service delivery to apply.<p>Powered by JazzHR</p><p>wJNraNGPt8</p></p></p>