Job Posting 100348

Executive Assistant
Child Development Institute
Toronto Metro area
Toronto
closes in 6 days (Fri, 26 Apr)
full time  •  TBD

Who we are

 

Children are at the front and centre of what we do; they are the foundation of our purpose and the basis for our evidence-driven strategy. Our mission is to transform the lives of children, youth and their families by developing and delivering innovative, research-based mental health and early learning programs. At the Child Development Institute (CDI), we are passionate about helping our communities' most vulnerable members and their caregivers. It motivates each of us to face what can be difficult situations while continuously finding the purest joy in play, in silence, in advice, and in the unbelievable strength and resilience of our young clients. Joining us now is a rewarding opportunity to be part of an organization that is built on a legacy of more than 100 years of helping children and families. 

 

Recognized as a leader and model for measurement-based impact, we are client-centred, family-centred, and data-informed. We are a place where professionals grounded in mental health, care, and well-being of infants, children and youth, come together in collaboration, learning and inclusion. As a multiservice organization delivering social, emotional, and behavioural counselling services, early childhood education, learning disabilities and mental health services, and family violence services, we address the whole person from when they begin their life. Every child and family that reaches out to us is unique, and we value and embrace their individuality. We deliver the tailored support and tools they need to build life-long skills, positive mental health, and resilience. With their trust in us, we guide children and families along a supportive journey. It is an often difficult path and simultaneously the most rewarding experience for providers, children and families.

 

Who we need

 

We are looking for an Executive Assistant. Reporting to the CEO, you will be responsible for supporting the CEO, Board of Directors, and the Senior Leadership Team by efficiently managing day-to-day operations of the Executive Office. As our new Executive Assistant and Board Liaison, you will take ownership of executive-level administrative and organizational efficiency, prioritizing professional communication and ensuring all matters align with our standards of excellence, confidentiality, and discretion. 

 

What's in it for you

 

Impact. We are a nonprofit organization that supports the most vulnerable members of our communities across a diverse range of backgrounds. This is a chance to bring your organizational and analytical skills and drive to help others to an organization that makes a difference every day.

 

Career development. You will be part of a highly supportive organization that nurtures a continuous learning environment. This is a rewarding opportunity to make a profound impact at an organization servicing families and children. You want to be involved in strategic projects, governance, administration and more. 

 

As our new Executive Assistant, you will:

  • Provide exceptional, timely assistance to the CEO, Board of Directors and senior leadership team. You will maintain the complex calendar of the CEO, ensuring that there are no conflicts. You will proactively support the CEO by anticipating and attending to meeting requests, planning for various meetings and following up on action items. You will foster positive relationships with employees, donors, community stakeholders, consultants, accreditation organizations and Board members with a high level of confidentiality, sensitivity and tact on behalf of the CEO. 
  • Create and organize documentation. You will draft memos, agendas, correspondence, reports, presentations, and other documents, ensuring accuracy, completeness and compliance with organizational standards, policies and procedures. You will establish, organize and maintain a confidential office filing system and ensure consistent data management. You will manage, respond to, and direct phone and email inquiries, requests for information, and correspondence.
  • Liaise and support the Board Chair, the Board of Directors, and the Board Committees. You will coordinate Board Meeting packages, including the annual meeting, plan and distribute meeting minutes and governance documents, and review and revise the procedural and Board manual annually.
  • Support with events. You will collaborate with HR and participate in planning all employee events, social events, and other initiatives to enhance employee engagement. 
  • Coordinate the Executive Office projects. You will provide administrative, research, and documentation support to ensure project activities’ effective and timely delivery. You will participate in meetings and working groups and coordinate agendas, materials, and action items. You will evaluate projects to ensure that objectives are met and anticipate the need to change tasks and deadlines based on project deliverable status.

What you bring:

  • The experience. You have directly supported C-level executives, Boards, and committees at small to mid-sized organizations, ideally in a non-profit environment. You have exceptional attention to detail and proven analytical, organizational, and problem-solving skills. You are highly adaptable and responsive when facing complex issues and competing priorities. You can exercise discretion and good judgement when managing confidential information, sensitive issues, and emotional situations. 
  • The accountability. You take ownership of your work and seek new opportunities for learning and growing. You are curious, energetic and driven to perform independently and as part of a team.
  • The project management skills. You have experience coordinating projects from end to end. You are a creative problem solver, able to balance and change priorities, anticipate and respond to issues, and manage details. You focus on accomplishing every milestone, following processes and proactively resolving or circumventing issues.
  • The technical skills. You have expertise in MS Office Suite and are familiar with project management, productivity, and communication tools. 
  • Interpersonal skills. You have professional communication skills, can influence without authority, manage conflict, and nurture trusting relationships at any level. You respect and appreciate diverse experiences and opinions. 
  • The passion. You are empathetic and compassionate, and you want to channel your skills at an organization focused on bettering the lives of children, caregivers, and communities through access to mental health support.

Other Requirements

  • All applicants are advised that offers of employment are contingent upon the successful completion of a Vulnerable Sector Check.
  • Credential verifications and references are required.
  • As a condition of employment, you are required to provide updated COVID vaccinations in compliance with the CDI Mandatory Vaccination Policy.

Join us.

 

Fostering positive transformations in mental health for over a century, CDI is a world-class leader trusted in helping children, youth and families through a wide range of evidence-informed services to build lasting change.

At CDI, we prioritize the mental well-being and work-life balance of our teams. We acknowledge the reality of the emotionally demanding work each of us puts in every day. To that end, we strive to create a collaborative, diverse, inclusive, and equitable space where creativity flourish by offering:

  • Full health and well-being benefits.
  • Flexible hours in a planned program environment.
  • A focus on cross-disciplinary collaboration and knowledge sharing.
  • Ongoing paid professional development opportunities and certifications. 

If you want to be part of our vision to make a measurable lifelong impact on the mental health and well-being of children, youth and their families, join us.

 

Apply now

 

If you're excited about this role but your experience aligns differently with every requirement, we encourage you to apply. While specific qualifications are strictly required, others can be based on various experiences, backgrounds, and knowledge. We can't promise an interview, but we will consider your whole application. 

 

What you can expect from our interview process:

  • A virtual interview with our Talent Advisor to review your skills, interest in the opportunity, and the role.
  • An on-site interview with the CEO and the VP Operations to ask further questions about the role as well as gain insights into the mission and culture at CDI.

CDI is firmly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, Indigenous People of North America and the world, persons with disabilities, 2SLGBTQIA+ persons, and those who may contribute to the further diversification of ideas. We are committed to providing equitable opportunities in employment and to providing a workplace which is free from discrimination and harassment. We are equally committed to providing an inclusive and accessible workplace. If you require accommodations, please reach out to us at   

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