Job Description

Reporting to: Executive Director

Classification: Full Time Permanent; 35 hours weekly, non-union

Type of Posting: Existing Position

Salary Range: $65,665 – 83,892 per annum

Starting Date: As soon as possible

Application deadline: 11:59pm Monday August 26, 2024. 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 Executive Assistant 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.

Duties:

Reporting to the Executive Director (ED), provides comprehensive administrative support to the ED and the ED office
Provides administrative support to the Board of Directors
Act as a liaison between the Board of Directors and the Senior Leadership Team and provide administrative support to Board Committee Chairs with meeting logistics.
Strong knowledge and understanding of Board Governance to support a not-for-profit Board of Directors
Support the work of the Executive Director and Board Chair in relationship to the Board of Directors.
Responsible for the preparation and record maintenance of compliance and other reports
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.
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.
Prepares 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.
Screen and route all telephone, mail, e-mail, or other communication (as needed) for the Executive Director (ED) with a clear understanding of the EDs concerns and priorities.
Manage the Executive Director’s schedule, including all appointments.
Works with Senior Leadership members to ensure timelines are met for initiatives from the Executive Director’s office.
Responsible for ensuring the Executive Director’s calendar is maintained as per ED direction
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 dealing 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.
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.
Knowledge and commitment to anti-oppressive/anti-racist philosophy.
Additional Requirements for this Position:

Computer literate 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.

Required languages: English

Education level: Minium 2-year college diploma in business administration. (combination of other education and work experience will be considered for this role)

Required skills: Reporting to the Executive Director (ED), provides comprehensive administrative support to the ED and the ED office Provides administrative support to the Board of Directors Act as a liaison between the Board of Directors and the Senior Leadership Team and provide administrative support to Board Committee Chairs with meeting logistics. Strong knowledge and understanding of Board Governance to support a not-for-profit Board of Directors Support the work of the Executive Director and Board Chair in relationship to the Board of Directors. Responsible for the preparation and record maintenance of compliance and other reports 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. 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. Prepares 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. Screen and route all telephone, mail, e-mail, or other communication (as needed) for the Executive Director (ED) with a clear understanding of the EDs concerns and priorities. Manage the Executive Director’s schedule, including all appointments. Works with Senior Leadership members to ensure timelines are met for initiatives from the Executive Director’s office. Responsible for ensuring the Executive Director’s calendar is maintained as per ED direction 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.

Additional skills / Assets: 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 dealing 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. 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. Knowledge and commitment to anti-oppressive/anti-racist philosophy. Additional Requirements for this Position: Computer literate 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.

Closest intersection: Sanford Avenue and King Street East