Company Overview

Wellkin delivers family mental health care with a focus on infants, children, and youth living in Oxford and Elgin counties.

Job description:

Wellkin is in search of a highly organized and motivated Executive and HR Assistant. You will provide Sr. Leadership team, Board and operational supports.

This is a hands-on role for someone who enjoys creating order, solving practical problems and supporting a collaborative team.

OVERVIEW

Wellkin is a non-profit, charitable organization that delivers family mental health care with a focus on children and youth living in Oxford and Elgin Counties.

WHAT DO WE HAVE TO OFFER YOU?

- You will be part of community that values adaptability, excellence, collaboration, advocacy and equity.A full-time position based on thirty-five (35) hours a week (generally Monday – Friday)
- Compensation and time for professional development
- Employee and family assistance program and Wellness resources
- Perks & discounts
- Group Health Benefits and Employer RRSP (no matching required)
- Four weeks of vacation and additional health care, mental wellness, professional development and sick days
- Tech equipment

The key focus and responsibilities include:

Executive Assistance

- Administrative support to the Sr. Leadership Team including drafting of correspondence
- Arranges and coordinates meetings, including daily calendar maintenance for the Executive Director.
- Arranges registrations for conventions/conferences and accommodations for travel where required.
- Perform as a point of contact between the executive office and internal/external stakeholders; supporting preparation and follow-up.
- Supports the process for both annual and strategic planning including tracking timelines, progress and updating of workplans.
- Preparation and follow-up for events and meetings including agenda, scheduling, inviting guests, preparation and distribution of all event/meeting materials, and booking arrangements including space, refreshments and AV equipment.
- Attends all virtual and in-person Board and Committee meetings. (Meetings can be during the work day or in the evening).
- Records, prepares and distributes minutes for Board meetings and Board Committee meetings.
- Provide basic technical support - printing documents, connecting to and configuring video conferencing equipment, etc.
- Maintains the Board Portal,



ensures all materials are up-to-date and ensures all Board members have access to materials in a timely manner.
- Supports the Board in the Board Orientation process including keeping all content current in the Board files.
- Assists in maintaining a secure electronic repository of Board materials and corporate minute books.

HR & Operations Assistance

- Provide day-to-day operational support in partnership with the Director of HR & Admin
- Support including employees (i.e., facilitate equipment and property transfer), recruitment scheduling, screening support
- Maintain filing systems and support operational tracking, reporting, and ad hoc administrative tasks
- Assist with printing, photocopying, collating, distributing and retrieving documents
- Works with the finance department for procurement of office supplies
- Arranges registrations for conventions/conferences and accommodations for travel where required for Wellkin staff as approved.
- Coordinate repairs and service requests and maintain tracking
- Support coordination of fire drills, emergency procedures, and general safety practices as a member of the Joint Health & Safety Committee (training will be provided)
- Collaboration & Office Culture by helping foster a positive and connected workplace e.g., committees

Quality & Continuous Improvement:

- Participate in individual and agency development plans and activities to ensure that skills and knowledge are relevant, current, and appropriate to the assigned duties.
- Support and participate in internal staff meetings and other meetings as appropriate.
- Identify opportunities to make improvements and streamline administrative process by analyzing information, identifying solutions and communicating results while maintaining due dates.
- Demonstrate respect for clients and adherence to relevant provincial/federal legislation, agency policy and procedures, and Ministry policy direction;

Other: Other duties as assigned.

Education & Certifications:

- Degree or College Diploma, preferably in Business,



Office Administration or related experience.
- Police/Vulnerable Persons check.
- Valid Ontario driver's license and insurance and access to a reliable motor vehicle for travel to all Wellkin sites.

Experience:

- Minimum two (2) years’ experience working in an office workplace supporting executives or progressive administrative leadership; preferably within the healthcare or not-for-profit sector

Knowledge, Skills & Abilities:

- Strong knowledge of systems and Microsoft Office Suite and virtual platforms
- Strong interpersonal skills with an emphasis on communication.
- Highly organized with an ability to problem solve, manage, perform and prioritize a number of initiatives/tasks with deadlines.
- Demonstrated ability to maintain confidentiality, integrity, professionalism, and diplomacy at all times
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
- Proficient in spelling and grammar with strong attention to detail and accuracy.
- Knowledge of HRIS software or database systems is an asset

Conditions of Employment:

- The position is full-time and is based on thirty-five (35) hours a week; flexibility to work evenings for Board meetings is required
- Ability to work at all Wellkin locations (primary office will be in Woodstock)

Wellkin thanks all applicants for their interest. Due to the volume of applications received, only candidates selected for an interview will be contacted.

We are committed to creating an inclusive and diverse workplace. During the recruitment process, and all times, we offer accommodation for applicants with disabilities. If you are contacted regarding a position with Wellkin, please advise if you require accommodation.

Pay: $51,638.00-$58,724.00 per year

Benefits:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care

Application question(s):

- Does this role's location and schedule work for you?
- Will you be able to reliably commute or relocate to Oxford and Elgin Counties for this job?

Language:

- English (required)

Licence/Certification:

- Driving Licence and access to a reliable vehicle (required)

Work Location: In person

📌 Executive Assistance (HR Administrative Assistant) (Woodstock)
🏢 Wellkin
📍 Woodstock