Executive Assistant – People and Culture

Reports To:

Vice President and Chief People and Culture Officer

Position Type:

Permanent, Full-time 

Location:       

Ottawa, ON or Remote within Ontario

Application Deadline:

October 27 2022. Interviews may be held prior to application deadline.

Starting Salary Range:

$54,560 - $59,053

 

LAND ACKNOWLEDGEMENT

The Head Office of the Mental Health Commission of Canada is located on the unceded, traditional Territory of the Algonquin Anishinaabe Nation, in what is now called Ottawa, Ontario.  We acknowledge that for thousands of years, the Algonquin People protected these lands, the Ottawa River Watershed, and its tributaries. As a national organization, we also acknowledge that we work on the traditional lands of many different nations. Today, a path to truth and reconciliation begins with recognizing both the stewardship and the sacrifices of the original peoples.  We are committed to recognizing the errors of the past, acknowledging the challenges of the present, and contributing to a new and equitable relationship with the First Peoples.

 

ORGANIZATIONAL BACKGROUND

The Mental Health Commission of Canada (MHCC) is a non-profit organization created to focus national attention on mental health issues and to work to improve the health and social outcomes of people living with mental illness.

 

The Commission is seen as a leader nationally and internationally in several areas. Building upon the work done to date, the core mandate, and the unique position of the Commission, and guided by Changing Directions Changing Lives: The Mental Health Strategy for Canada, the Commission will focus in the areas of, substance use, suicide prevention, population based initiatives, and engagement. This prioritization will enable the Commission to be successful in meeting its mandate, staying focused, and having a measurable impact for those living with mental illness and their families and caregivers.

Vaccination remains the most effective tool to reduce the risk of COVID-19. MHCC is committed to ensuring the health and safety of our employees in the workplace, and therefore MHCC requires proof of vaccination for all of our employees unless a valid accommodation under legislation exists.

 

 

POSITION OVERVIEW

The Executive Assistant provides administrative support to the Vice President and Chief People and Culture Officer and broader People and Culture department.  The incumbent will manage scheduling, organizing, arranging, and providing logistical support for meetings and other events. This position ensures that key administrative deliverables and services are provided in a timely, effective and proficient manner with attention to detail and in keeping with our principles and policies.

 

DUTIES & RESPONSIBILITIES

• Coordinate the functions of the VP, and Chief People ad Culture Officer.  Arrange and maintain a complex and ever-changing schedule of meetings, teleconferences, speaking events and appointments.
• Coordinate travel arrangements and meeting participants as required, as well as prepare expense claims.  Arrange meeting rooms and hospitality when required.
• Prepare and organize documentation and materials for meetings, as required.
• Prepare correspondence and agendas on behalf of the VP and Chief People ad Culture Officer. 
• Receive and direct telephone calls.  Review and manage incoming mail and material, including electronic mail (e-mail).
• Draft e-mail and mail responses as required. 
• Accurately record, deliver and communicate messages. 
• Establish and manage relationships with key stakeholders regarding requests for appearances, information and meetings.
• Compile and distribute information to senior management, staff, and outside organizations. 
• Assist with the coordination of conferences and national and local meetings as required, including invitations, agendas, speakers, presentations, meeting rooms and hotel accommodation. 
• Prepare meeting materials, speaking notes, presentations, and handouts. 
• Liaise with executive/administrative assistants and other Commission staff to ensure full coordination and communication occurs. 
• Coordinate invoices with finance and administration staff, including coding of invoices and expense claims.
• Maintain contact database and electronic / hard copy files.
• File and archive meeting proceedings and documents.
• Provide administrative support for the People and Culture department.
• Ensure contracts with vendors and consultants complete and entered into Salesforce once approved.
• Undertake other projects and assignments as required.

 

SKILLS AND EXPERIENCE

 

• Exceptional communication skills, both verbal and written.
• Highly developed organizational skills to ensure information is managed and delivered in a timely and effective manner. 

• Demonstrated experience managing a complex and ever-changing schedule of meetings, teleconferences, speaking events and appointments.
• Demonstrated experience coordinating travel arrangements as required, as well as preparing expense claims.  Arrange meeting rooms and hospitality when required.

• Proactively determine task priorities and organize work flow accordingly.
• Ability to work independently and unsupervised. 
• Flexibility of work hours to ensure deliverables are met in a fast paced environment of changing/conflicting priorities and high deadline demands. 
• Ability to meet deadlines which are frequently tight.
• Ability to take initiative when appropriate and to respond appropriately to requests for information.
• Diplomacy and negotiation skills to manage potential issues/conflicts. 
• Ability to maintain strict confidentiality.
• Ability to deal with sensitive matters and information in a discreet manner.
• Proficiency in MS Office (Word, Excel, PowerPoint), Windows.
• Advanced Proficiency with Outlook and calendar management.
• Familiarity with iPhone extensions for Outlook and MS Office.
• Experience with a customer relationship management software is an asset (e.g. Salesforce).
• Experience with Sharepoint is an asset.

 

QUALIFICATIONS

• Diploma or certificate in office Administration, or a combination of similar training and experience.
• Minimum 5 years of executive administrative support in a fast paced, demanding environment.
• Knowledge of mental health issues/challenges is an asset.
• The ability to communicate fluently (written and oral) in both official languages is an asset.

 

COMPETENCIES

• Values and Ethics Respectful of Diversity Continuous Learning Results Management Team work and Cooperation Oral/Written Communication Health, Safety, and Wellness (physical and psychological)

 

PHYSICAL/COGNITIVE DEMANDS

• Moderate to extended periods of time spent in meeting-type settings
• Extended visual requirements (5+ hours) due to computer-related work
• Extended periods of time (5+ hours) spent in sitting position (computer work, meetings etc.)
• Moderate attention to detail required
• Moderate level of stamina due to work time requirements with some requirements to work beyond a 7.5 hour day
• Must be comfortable working in open space and virtual environments
• Must be able to work effectively from home temporarily or as needed; including the availability of reliable internet and working environment (desk, chair etc.); please note that the Commission does not reimburse for internet, utilities or other home office type expenses including desks, chairs, etc.

 

 

PSYCHOLOGICAL DEMANDS

• Continuously deadline-driven requirements
• Moderate level of multi-tasking
• Moderate exposure to stress resulting from multiple interactions, internal and external customer relations, and output requirements.
• Capacity to effectively organize and prioritize own work
• Responsive to possible rapid changes in priorities
• Adaptable to change (organization and work level)
• Moderate degree of emotional intelligence required in order to develop and maintain good relationships, communicate clearly, influence others, work well in a team, and manage conflict
• Performance goals and objectives are established yearly and regularly reviewed

 

As a pan-Canadian organization committed to Reconciliation we encourage applications from individuals who identify as Indigenous (First Nations, Inuit, and Métis).

The Mental Health Commission of Canada is committed to diversity in the workplace and workplace well-being. As such, applications from individuals from diverse backgrounds such as; First Nations, Inuit, and Métis, members of a visible minority group and those with lived experience of mental health problems or illnesses are welcomed and encouraged.

The Mental Health Commission of Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Accessible formats and communication supports for applicants are available upon request by contacting Human Resources at hr@mentalhealthcommission.ca 

 

Please apply for this position through our website

https://mentalhealthcommission.ca/what-we-do/careers/

While we appreciate all applications, only those selected for interviews will be contacted.