Executive Assistant

at  Catholic Childrens Aid Society of Hamilton

Reporting to: Executive Director
Classification: Full Time Permanent; 35 hours weekly, non-union
Type of Posting: Existing Position - (RE-Posted)
Salary Range: $65,665 – 83,892 per annum
Starting Date: As soon as possible
Application deadline: 11:59pm February 9, 2025.* Applications will be reviewed on an ongoing basis. *
Application Procedure: Apply through the Career section of our website: https://hccas.ca/

MISSION

Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.
The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
Qualified candidates must have the skills and knowledge needed to work with an increasingly diverse population as well as knowledge of inequities, how they are perpetuated, and the skills to address them, specific to the requirements of the job.
We are currently seeking an experienced Executive Assistant to the Executive Director to join our team on a fulltime permanent basis.
The Executive Assistant will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.
The Executive Assistant is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.

ADDITIONAL REQUIREMENTS FOR THIS POSITION:

• Must be able to work from the office 4 days pers week
• Extensive knowledge of computer softwares with demonstrated proficiency in Microsoft office and proprietary child welfare systems and programs.
• Demonstrates a commitment to, and work ethic in leadership and role models behaviours that demonstrates the Mission and Vision of the Catholic Children’s Aid Society.
• Able to affirm and integrate in the delivery of services the Society values which reflect the Agency’s Catholic faith, heritage, culture and traditions.
• Respectful and compassionate demeanor.
• At the time of hire, documents required will include:
• Police clearance
• Provincial Child Protection Record Check
• Valid Ontario Driver’s license and acceptable drivers abstract.
  The Catholic Children’s Aid Society of Hamilton is committed to having a workforce that is reflective of the diversity of the city of Hamilton and strongly encourages applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
  The Agency is inviting applications from qualified individuals who self-identify as being part of one or more of the under-represented equity groups. During the online applications process, applicants will have the opportunity to complete the online questionnaire to indicate if they self-identify as being part of an equity seeking group. Answering the questionnaire is voluntary. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group.
  Catholic Children’s Aid Society of Hamilton is committed to ensuring a unbiased selection process that values equity, diversity and inclusion and reflects the Hamilton Catholic community that we serve.

In order to minimize interviewer bias we have incorporated the following into our selection process:

• We will have our interview panel score written assignments blind to eliminate bias
• We will seek out recent examples on behavior-based questions during the interview process
• We will review a candidate’s lived experience during the interview and when assessing staffing needs
• We provide accommodations in accordance with AODA and the Ontario Human Rights Code
• We will hold your application in strict and professional confidence

We are an equal opportunity employer and are committed to building on inclusive process that respects the dignity and independence of people with disabilities. If you require a disability related accommodation in order to participate in the recruitment process, please inform Human Resources at the time when you are invited for an interview.
Job Types: Full-time, Permanent
Pay: $65,665.00-$83,892.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• On-site parking
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Work Location: In person
Expected start date: 2025-02-1

Qualifications:

• Minium 2-year college diploma in business administration. (combination of other education and work experience will be considered for this role)
• Minimum five years’ experience in a senior administrative role.
• Minimum 5 years’ experience working with Boards of Directors and corporate governance experience.
• Excellent knowledge of administrative functions and processes.
• Excellent written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff and the public.
• Extensive experience recording and preparing Board minutes.
• Ability to think analytically with attention to detail in the presence of frequent interruptions.
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to management as required.
• Solid ability to analyze information, problem-solve and make good decisions and choices of action, often in urgent situations.
• Excellent understanding and commitment to quality service and best practice.
• Highly detail-oriented.
• Flexible, adaptable and responsive to change.
• Ability to deal with highly sensitive and personal information in a confidential manner.
• Self-directed with an excellent ability to organize, plan, prioritize and multi-task.
• Administrative knowledge of the Child, Youth and Family Services Act and its regulations and standards is an asset.
• Bilingual French/English is an asset.
• Experience working in a Child Welfare agency is an asset
• Knowledge and commitment to anti-oppressive/anti-racist philosophy

• Reporting to the Executive Director (ED), provides comprehensive administrative support to the ED and the Executive Director’s office
• Acts as a liaison between the Board of Directors, the Executive Director and the Senior Leadership Team.
• Provides administrative support to the Board of Directors, Chair of the Board and Committee Chairs.
• Provides administrative support to the Board of Directors with all Board meeting and Committee meeting logistics.
• Strong knowledge and understanding of Board Governance to support a not-for-profit Board of Directors
• Responsible for the preparation of meeting minutes for Board meetings, Board Committee meetings, Senior Leadership meetings and or other meetings as directed by the Executive Director.
• Support the work of the Executive Director and Board Chair in relationship to the Board of Directors.
• Prepares all meeting agendas for the Executive Director’s review, and accurately records all meeting minutes ensuring they reflect actions taken during each meeting and bringing forward action items.
• Prepares draft reports for board meetings and committee meetings as required
• Responsible for the historical maintenance of all meeting minutes, reports, correspondence etc. and other agency documents of note.
• Responsible for preparing and distributing communications to the Board of Directors, staff and other key stakeholders.
• Responsible for document maintenance of online board portal
• Assist the Executive Director in expediting documents and reports from within the agency that are necessary to ensure compliance with Ministry requirements.
• Responsible for the preparation and record maintenance of compliance and other reports
• Works with Senior Leadership members to ensure timelines are met for initiatives from the Executive Director’s office.
• Assist and support the Executive Director as required by the ED at public events, whether fundraising, media, political or contract-related.
• Acts with integrity, trustworthiness, humility, transparency and compassion and maintains confidentiality
• Ability to work with and meet tight timelines.
• Some evening and weekend work may be required.
• Provides back-up support to other senior administrative staff, as necessary.
• Coordinates work with supervisor and follows the direction of the supervisor after consultation when required.
• Completes mandatory training and participates in ongoing agency training.
• Demonstrates leadership and a commitment to the principles of anti-oppressive practices and anti-racism based on justice, fairness, equity, respect of the beliefs and traditions of others.
• Complies with agency Health and Safety policies and the Ontario Health and Safety Act, and regulations.
• Committed to the Society’s mission and vision.
• Performs other duties as may be assigned.

Qualifications:

• Minium 2-year college diploma in business administration. (combination of other education and work experience will be considered for this role)
• Minimum five years’ experience in a senior administrative role.
• Minimum 5 years’ experience working with Boards of Directors and corporate governance experience.
• Excellent knowledge of administrative functions and processes.
• Excellent written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff and the public.
• Extensive experience recording and preparing Board minutes.
• Ability to think analytically with attention to detail in the presence of frequent interruptions.
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to management as required.
• Solid ability to analyze information, problem-solve and make good decisions and choices of action, often in urgent situations.
• Excellent understanding and commitment to quality service and best practice.
• Highly detail-oriented.
• Flexible, adaptable and responsive to change.
• Ability to deal with highly sensitive and personal information in a confidential manner.
• Self-directed with an excellent ability to organize, plan, prioritize and multi-task.
• Administrative knowledge of the Child, Youth and Family Services Act and its regulations and standards is an asset.
• Bilingual French/English is an asset.
• Experience working in a Child Welfare agency is an asset
• Knowledge and commitment to anti-oppressive/anti-racist philosophy.