Executive Assistant to the CEO & Board Liaison at CMHA Durham

Who we are:

Canadian Mental Health Association Durham is an integrated community mental health and primary care hub that has been providing mental health services to Durham Region for over 60 years.

During that time, it has evolved to provide a broad range of services to individuals and their families experiencing mental health challenges, from information and education to case management, psychosocial rehabilitation, housing and primary healthcare. These services are provided through inter-professional teams focused on providing clinically based services that, in addition to dealing with client mental health issues, address social determinants of health using the recovery model.

Overview of the role: To provide confidential and professional administrative support to the Chief Executive Officer of the Canadian Mental Health Association (CMHA) Durham.

Responsibilities:

• Interact with senior executives, board members, legal counsel, consultants, clients, and community partners with a    high degree of professionalism  
• Make high level contacts of a sensitive nature inside and outside the agency
• Arrange complex meetings, including board meeting packages, and handle all other meeting material preparation and logistics
• Perform day to day administrative tasks
• Process expense reports and assist with invoices for meetings and events in a timely fashion
• Efficiently manage large copy jobs and scanning of documents for due diligences projects
• Contribute new ideas that help drive efficiency/integration/revolution of the agency’s efforts
• Prepare presentation materials, cover/introductory letters, contracts and other business documents
• Timely update contracts databases and file documents
• Effectively support and back up other programs, especially for high priority meetings, deadlines and deliverables
• Gather all information to complete agreement templates
• Anticipate a variety of needs and problems and proactively suggest approaches and solutions
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to details
• Routinely handle internal and external inquiries by screening calls, answering questions and redirecting to appropriate personnel
• Coordinate travel arrangements for CEO as well as executive and senior management team as necessary
• Manage CEO’s calendar, conference registration and arrangements
• Special projects and other duties as assigned
• Coordinate CEO’s schedule, appointments, reservations and travel arrangements
• Organize meetings involving multiple senior executives
• Greet clients and visitors to the executive office
• Plan, organize and co-ordinate functions and special events for the CEO
• Assist with the preparation of presentations including text, overheads and electronic presentations
• Prepare and/or edit internal and external letters, faxes, memos and mass emails
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Work closely with CEO to coordinate and launch hard copy or email campaigns to board members, consultants, clients and community partners
• Creates and maintains a positive work environment where all employees can maximize their job satisfaction and productivity
• Liaises with other board members, executive and senior managers, and staff to communicate information, resolve problems and identify priorities
• Participates in, and contributes to agencies activities and events supporting and influencing awareness of mental illness
• Performs other tasks as assigned by CEO

RISK MANAGEMENT

• Develops and oversees quality assurance and risk management policies and programs
• Identifies, assesses, evaluates risk management activities and controls risks ensuring well-being of staff and clients
• Anticipates risks to lessen exposure ensuring appropriate and adequate coverage
• Evaluates risk management practices ensuring ongoing, systematic process of identifying, assessing and prioritizing risks

Skills you bring:

• Post-secondary education and a minimum of 5 years’ experience supporting at the executive level
• Excellent calendar management skills
• Experience assisting management with the creation of Powerpoint presentations
• Strong knowledge of MS Office, including Word, Excel, Powerpoint and Outlook
• Extremely detailed oriented
• Understand the importance of file completeness
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks
• Proven ability to effectively prioritize workflow to meet deadlines and to maintain a high level of quality and accuracy
• Excellent interpersonal, written and oral communication skills
• Ability to exercise good judgment, show initiative and be proactive
• High standards of ethics and confidentiality to handle sensitive information
• Ability to work with individuals of diverse backgrounds
• Must possess a professional and positive image at all times
• A valid Driver’s License and access to a car

EFFORT     

• Concentration, conceptualization, attentiveness, creativity and innovation required daily using sight, hearing and touch
• Sits at a desk for long periods of time daily to perform the duties of the job

WORKING CONDITIONS

• Works in a pleasant office environment (100% of the time)
• Exposure to abusive/irate clients, deadlines, multiple demands, distractions/Interruptions
• Little exposure to hazards

What we offer:

CMHA Durham is a non-profit community-based organization that believes that mental and physical health care is for everyone regardless of class, race, sexuality, gender, age, faith, or ability. With a flexible working model (within reasonable parameters of the program), memberships to meditation apps, competitive vacation, wellness time and 100% employer paid health benefits, work-life balance is not only encouraged but expected. Our Monday – Friday work week has 35 hours for most position and everyone gets their birthday off with pay.

Read more about us at CMHADurham.org/getinvolved.

CMHA Durham endorses the principles of workforce diversity and does not use AI algorithms or automated decision-making in the recruitment process.   All qualified candidates are encouraged to apply; however, only those selected for an interview will be contacted. Please advise us if you require any level of accommodation, we are here to help and support you.