Executive Assistant to the CEO – CEO Office - Full-Time, Permanent - Barrie, ON

Are you passionate about mental health and making a difference in your community? Join CMHA Today!

Why Join CMHA Simcoe County?

- Generous paid time off

- We’re a growing organization, which means growing opportunities!

- Participation in HOOPP (Healthcare of Ontario Pension Plan)

- Enjoy free EFAP, with special discounts for you and your family.

- Exemplary Standing with Accreditation Canada.

- Paid Training and Professional Development Opportunities.

- A 35 hour/week work schedule.

- Committed to implementing an evidence-based DEI Action Plan.

- Located north of the GTA; Simcoe County offers a blend of rural charm and modern amenities, with access to outdoor activities on Georgian Bay and Lake Simcoe.

Do you need assistance applying? Please contact our HR Team at [email protected]

Position Summary:

- The Canadian Mental Health Association, Simcoe County Branch seeks a Executive Assistant, who, in accordance with the agency’s policies, standards, and guidelines, provides high-level executive, administrative and strategic support to the CEO, managing efficient coordination of schedules, meetings, coordination of strategic initiatives communications, and ensures the efficient execution of CEO priorities. This role serves as a central point of coordination between the CEO, Senior Leadership Team (SLT), Board of Directors, community partners and key contacts. The role requires exceptional judgement, discretion, political acuity, project management skills and the ability to proactively anticipate organizational needs.

What You'll Do:

- Provide comprehensive administrative and executive support to the CEO, including managing the CEO’s calendar, priorities, schedules and commitments to maximize strategic use of time.
- Coordinate and support internal and external meetings involving the CEO and Senior Leadership Team (SLT), including scheduling, agenda preparation, materials distribution, minute-taking, and follow‑up as required.
- Serve as a key liaison between the CEO’s Office and internal and external stakeholders, managing communications professionally and efficiently, including virtual meeting coordination (e.g., Teams).
- Prepare briefing materials, correspondence, reports, presentations and background information for meetings and events.
- Monitor and prioritize incoming communications and requests requiring CEO attention.
- Exercise independent judgement in responding to inquiries and escalating issues as appropriate.




- Support the CEO and Office of Strategic Advancement and Partnerships in tracking strategic priorities and organizational initiatives.
- Monitor progress of key deliverables and follow up with leaders to ensure accountability and timely execution.
- Support the Board Liaison with coordination tasks related to the Board of Directors and Board Committees, including meeting logistics, preparation of materials, records management, and governance documentation as requested.
- Support governance processes and annual planning activities.
- Coordinate Senior Leadership Team meetings including preparation of agendas, meeting materials and supportive documents. as directed, contributing to coordinated organizational operations.
- Coordinate travel, conference, and meeting arrangements for the CEO’s Office and Senior Leadership Team, and support Board-related arrangements as requested through the Board Liaison.
- Establish, maintain, and continuously improve office systems and procedures, including document security, records retention, and information storage for the CEO’s Office.
- Support corporate policy and governance documentation management, coordinating with accountable leads to audit, update, and maintain agency policies, procedures, and Board manuals in accessible repositories.
- Maintain historical corporate records for the CEO’s Office, including funders and governance documentation, in alignment with organizational standards.
- Support organizational and governance-related events, including assistance with preparation for Board meetings and the Annual General Meeting, in coordination with the Board Liaison.
- Assist with the implementation of good governance practices, supporting organizational alignment with best practices.
- Assist with special projects and time‑limited initiatives as approved by the CEO.
- Complete administrative reporting requirements, including weekly timesheets and monthly expense reports for CEO approval.
- Draft and review executive communications, announcements, and presentations on behalf of the CEO.
- Demonstrate a strong commitment to quality improvement (QI) and support continuous improvement of agency performance at the team, organizational, and system levels.
- Ensure compliance with agency policies, procedures, standards, and guidelines,



and represent the organization’s purpose, values, and professionalism in all interactions.
- Perform other related duties as assigned.

Required Qualifications:

- 3 - 5 years of experience supporting senior executives, preferably at the CEO, Executive Director, Vice President or board level.
- Experience working in a complex non-profit, public sector, healthcare, or community services environment is preferred.
- Post-secondary diploma or degree in Business Administration, Office Administration, or a related field.
- Advanced proficiency in Microsoft 365 applications.
- Strong organizational and project management skills.
- Ability to work independently and take initiative.
- Strong analytical and critical-thinking abilities.
- Reliable source of transportation.
- Submission of a Vulnerable Sector Check (VSC), including a Criminal Record Check (CRC).
- Fluency in French or another second language would be an asset.
- Legally entitled to work in Canada.

Salary Scale:

- EA: $55,600 - $63,200 *per annum

Hours of Work:

- Thirty-five (35) hours per week, Monday to Friday
- Able to work within a flexible framework to respond to client needs.

Recruitment Reason: Replacement

We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.

Please note that CMHA SCB does not use Artificial Intelligence (AI) tools in the recruitment and selection process.

CMHA Simcoe County Branch is an equal opportunity employer committed to fostering a healthy and positive work setting. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, 1990 CMHA Simcoe County Branch will provide accommodations throughout the recruitment and selection process to applicants with disabilities. CMHA Simcoe County Branch supports the recovery of people with mental illness and promotes diversity in the workplace. We welcome all applicants including persons with lived experience, women, Indigenous people, people with disabilities, and members of the 2SLGBTQ+, visible minority and immigrant communities to apply. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

Pay: $55,600.00-$63,200.00 per year

Benefits:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care

Work Location: In person

📌 Executive Assistant to CEO (Canada)
🏢 Canadian Mental Health Association - Simcoe County Branch
📍 Canada