Leadership Administrative Support, Senior Leadership Team

• What you'll be making - $25.68 to $29.56 per hour (Specialized Admin Grid)
  • The above are initial rates; with grid increases as per policy
  • Internal staff members will be placed on the appropriate grid based on their current rate of pay, up to Level 8 of the grid
• When you'll work - 70 hours biweekly; Monday-Friday, 8:30am-4:30pm with a 1-hour unpaid break; this is an in-office position
• Your pension plan –Immediately eligible for optional enrolment in the Healthcare of Ontario Pension Plan (HOOPP) 
• What your benefits will be – 9% in lieu of benefits

HOW YOU WILL BE MAKING A DIFFERENCE:

• Provides high-level administrative support to designated Vice Presidents and select members of the Senior Leadership Team, as directed
• Coordinate and take minutes at Extended Leadership Team (XLT) meetings
• Maintains executive calendars, meeting schedules, and appointments, ensuring all required background materials and documentation are prepared and distributed in advance
• Organizes leadership meetings and prepares, distributes, and follows up on reports, briefing materials, agendas, and related documentation
• Supports internal and external virtual and hybrid meetings, including managing connectivity issues, monitoring participant engagement, facilitating polling functions, coordinating breakout rooms, and troubleshooting technical concerns
• Acts as a backup to the Executive Office Administrator, as required
• Assists with the development of presentations, executive communications, reports, and other professional documents
• Interacts with all levels of staff, community partners, stakeholders, consultants, and external organizations to coordinate activities and expedite action on behalf of executive leadership
• Responds independently to inquiries, ensuring appropriate follow-up, information sharing, and resolution of issues within established authority
• Monitors assignments and deliverables on behalf of executive leadership and follows up with partners to ensure deadlines and commitments are met
• Establishes, maintains, and retrieves confidential records, files, correspondence, and documentation while maintaining the highest level of confidentiality and discretion
• Assists with grant proposal development, funding submissions, official correspondence, letters, and other professional writing activities
• Assists with the development, maintenance, and analysis of spreadsheets and reporting tools.
• Provides project coordination and project management support for organizational initiatives, strategic priorities, and special projects
• Supports consultants engaged by the organization by coordinating communications, meetings, documentation, and project deliverables

Support with Program Initiatives, program operations and human resources:

• Assists with written reports and proposals, including those related to the expansion and/or modification of services, as well as those related to the documentation and reporting requirements of funding and accrediting bodies
• Works with Leaders and staff members to create and revise systems and program procedures by analyzing operating practices, record-keeping systems and forms; assists with implementing changes
• Acts as a communication liaison within the department and the broader organization, as well as between other stakeholders and partners
• Assist with room booking enquiries and office supply inventory
• Take lead to ensure program coverage as needed for planned and unplanned employee absences consulting with Managers and Director if required
• Others duties as required

• Experience prioritizing multiple needs
• Minimum 1- 2 years experience in not-for-profit agencies 
• Extensive working knowledge of MS Office Professional and strong computer skills
• Knowledge of Human Resources Fundamentals
• Knowledge of mental illness and co-occurring complex issues
• Bilingual in both official languages, preferred; Une préférence sera accordée aux personnes possédant des compétences dans les deux langues officielles du Canada

INTERNAL APPLICANTS: To be considered as an internal applicant, current staff members are reminded to apply using their @cmhatv.ca or @slwar.ca email address.

Get your application in by – October 27, 2026
 

Our recruitment process allows us to learn about your previous work experience, your qualifications and your commitment to fulfilling our vision. While we appreciate the interest of all applicants, only those individuals being considered for a position will be personally contacted by someone from the interview team. 
 

We welcome and encourage applications from all members of our community including persons of any gender, gender identity, gender expression, or sexual orientation, persons with disabilities, Indigenous persons, and members of visible minorities. If you require accommodations related to a disability at any point during the recruitment process, please contact Human.Resources@cmhatv.ca  

Legal Notifications:

• For legal purposes our full business name is: Canadian Mental Health Association Thames Valley Addiction and Mental Health Services
• Artificial Intelligence is not currently employed in our recruitment processes