Senior Management Assistant

at  Family Services York Region

Family Services York Region (FSYR) is a not-for-profit mental health agency providing counselling and outreach support services to individuals, couples, families, groups and communities across York Region. FSYR is accredited through the Canadian Centre for Accreditation and is committed to being an inclusive and equitable organization. Through our diverse staff group, FSYR offers culturally sensitive services in over ten different languages. FSYR is the host agency for the Rainbow Network and is 2SLGBTQ+ positive. FSYR acknowledges that we are located on the lands of our closest First Nations neighbor the Chippewas of Georgina Island and we are committed to work together with our partners and communities to continue to educate ourselves and contribute in any way possible to supporting our First Nations neighbours and communities.
FSYR recognizes that it is through the skills, enthusiasm and dedication of our staff that we achieve our vision of connected communities, healthy relationships and resilience in people. FSYR is a learning and teaching organization that offers its staff a comprehensive benefit package including health and dental benefits, RRSP matching, generous vacation and personal leave time, regular training opportunities and professional development funding, and a supportive work environment with regular supervision.

We are hiring a Senior Management & Executive Assistant to join our team! The Senior Management & Executive Assistant is responsible for providing high-level administrative support to the CEO, Director of Clinical Services and the Director of Inclusivity and Community Development. Responsibilities include:

• Provides senior level executive support in preparing agendas, meeting packages, drafting/editing correspondence/communications (i.e. emails), preparing expense reports, presentation materials, proposals and formal documents.
• Attends Management, Directors and Senior Management Team Meetings, drafts and distributes minutes and follows up on action items.
• Maintains awareness of agency programs, funders, processes and procedures to provide effective administrative support.
• Schedules and supports with the coordination of agency wide events/meetings, including liaising with external consultants and trainers.
• Coordinates schedules, maintains and regularly updates outlook calendars.
• Organizes and prepares for regular team meetings, including setting up Zoom links, distribution of documents, set-up of technical devices and recording, transcribing and distributing minutes of meetings when required.
• Provide day-to-day support, including ensuring follow-ups are completed, attending external meetings as needed, etc.
• Collaboratively assists with statistics, data collection, summarizing and editing reports/evaluations, as needed.

SKILLS, ABILITIES AND QUALIFICATIONS:

• University degree or equivalent combination of education and experience.
• Minimum three (3) years’ senior or executive administrative experience, preferably in a human service or non-profit environment.
• Excellent communication (verbal and written) and high-level interpersonal skills.
• Superior organizational, analytical and time management skills, including attention to detail, the ability to set priorities, meet deadlines and manage multiple priorities and work demands.
• Ability to self-motivate and work independently as needed.
• Proactive and able to initiate projects, anticipate and respond to needs of the Chief Executive Officer, Director of Clinical Services and Director of Inclusivity and Community Development.
• Proficiency in various computer software and database applications (Microsoft 365, Word, Excel, Outlook, PowerPoint, SharePoint, Zoom, Adobe Sign, etc.).
• Vehicle required to travel to different office locations for work/meetings, as needed.
• Satisfactory current vulnerable sector screening.
  To build a strong and representative workforce, we are committed to seeking candidates who will contribute to a caring and inclusive culture. We encourage applications from members of communities that are underrepresented - including but not limited to members of BIPOC and 2SLGBTQ+ communities, people with disabilities, and all people who identify as women. If you require accommodations to participate in the recruitment process, please contact notify Human Resources to make your needs known in advance.
  We thank all applicants for their interest, however only those selected for an interview will be contacted.

• Provides senior level executive support in preparing agendas, meeting packages, drafting/editing correspondence/communications (i.e. emails), preparing expense reports, presentation materials, proposals and formal documents.
• Attends Management, Directors and Senior Management Team Meetings, drafts and distributes minutes and follows up on action items.
• Maintains awareness of agency programs, funders, processes and procedures to provide effective administrative support.
• Schedules and supports with the coordination of agency wide events/meetings, including liaising with external consultants and trainers.
• Coordinates schedules, maintains and regularly updates outlook calendars.
• Organizes and prepares for regular team meetings, including setting up Zoom links, distribution of documents, set-up of technical devices and recording, transcribing and distributing minutes of meetings when required.
• Provide day-to-day support, including ensuring follow-ups are completed, attending external meetings as needed, etc.
• Collaboratively assists with statistics, data collection, summarizing and editing reports/evaluations, as needed