Job Description

JOB TITLE:

Executive Assistant

Reports to:

Executive Director

Job Summary:

To provide administrative and support services to the Executive Director of Pleo, the Pleo Board of Directors and the Pleo team.

Primary Responsibilities:

This is a full-time position. Remote (Work-from-Home) with occasional required in-person meetings in the Ottawa area. Candidate must live within Ottawa and have access to a vehicle.

Primary responsibilities include but not limited to:

Daily Administrative

Record and prepare agendas and minutes for monthly board meetings and weekly management meetings Draft, proofread and format documentation and correspondence on behalf of the Executive Director Assist with the preparation of reports for the board and funders. Assist with stewardship activities as required. Orders and maintains and inventory of program supplies as required. Assist in payroll and expense processing, ensuring timesheets and expenses are properly submitted and prepared. Drafting documents using Pleo templates such as contracts and letters of support. Support in coordination of special events and/or projects as assigned. Records and distributes minutes of team and advisory meetings as needed. Maintains filing systems. Coordinates translation of program materials as required. Coordinate committee and team meetings, including notification of participants, distribution of materials, etc. Provide ongoing support to program staff regarding data, IT support, and individual work-related requests. Maintains efficient computerized information and/or paper-based filing systems related to office and program requirements. Maintains program and/or organizational website as required. Develop and maintain a system for tracking funder and partner contracts. Support onboarding of new staff, volunteers, and students. Support the work of organizational quality improvement initiatives. Take a lead in planning the annual report and annual general meeting. Other administrative activities as identified and agreed to with the Executive Director.

Board of Directors Support

Assists in ensuring Board Members are informed and current on activities and information. Takes minutes at Board of Directors and Board Committee meetings as assigned. Compiles and posts Board material for meetings and information as required. Provides support for Board Members and Board Committees. Prepares room/space/food for Board and Committee meetings when required.

Communication and Interpersonal Skills

Excellent interpersonal and communication skills, both oral and written. Demonstrated ability to work effectively in a multi-disciplinary team environment. Demonstrate the ability to manage stress positively. Well-developed interpersonal skills, including diplomacy, confidentiality and good judgment. Ability to respond appropriately in pressure situations with a calm and steady demeanor. Excellent conflict management and problem-solving skills.

Organizational Focus

Working in a way that incorporates health promotion and recognizes health determinants. Incorporating and strengthening collaborative and interdisciplinary teamwork. Respecting and valuing the diversity of communities and individuals. Promoting awareness of and participation in the agency's activities. Contributing to the agency's work by participating in meetings and committees. Participating in Pleo's efforts to enhance its capacity through participating in staff development and training opportunities. Assisting in developing program-specific policies and procedures/guidelines and in the program's planning and development. Contribute to the agency's activities to collect, analyze, and report on data and relevant information and participate in research. Attending and participating in team and general staff meetings as scheduled. Participating in the evaluation component of the relevant program. Maintaining effective communication of information among internal and external stakeholders. Ability to work in isolation and complete work accurately and timely.

Preferred Skills and Education:

Education

Secondary school diploma and post-secondary training in office administration or a related program or an equivalent combination of experience and education.

Professional Experience

5 years senior administrative support experience.

Key Competencies

Website and database management Organizational communications Proficiency with word processing and desktop publishing software is essential, as is knowledge of operating systems and basic system troubleshooting. Ability to train and support staff in office computer systems: Microsoft 365 Fundraising and event experience an asset.

Candidate Profile

An asset: Basic and ongoing knowledge of mental health and the mental health system in Ontario. Required: Ability to work both independently and collaboratively as part of an administrative support team. Required: Flexibility to work variable hours as needed. A strong asset: Lived experience as a parent or caregiver supporting a child, youth, or young adult with mental health and/or addiction challenges. An asset: Previous experience in the social services sector. Preferred: Bilingual (English/French); proficiency in other languages is a strong asset. Must be willing to successfully complete a Criminal Record Check upon hiring. Compensation: The salary range for this position is $26.17 to $31.97 per hour (based on a 40-hour work week). Note: Starting salary will be commensurate with the successful candidate's skills and experience.

About Pleo

Pleo is a nonprofit organization that provides peer family support to parents and caregivers whose children, up to the age of 25, are facing mental health challenges. Our team is made up of parents who have personally supported their child through these challenges - we understand this reality because we have lived it.



We support parents and caregivers of children, teenagers, and young adults in difficulty, whether or not they have a diagnosis, and across a wide range of challenges, including ADHD, anxiety, depression, bipolar disorder, borderline personality disorder, learning disabilities, schizophrenia, autism, eating disorders, addiction, and more.



Our unique family support approach, the only one of its kind in Ontario, is based on a proven model that integrates several services:



A helpline for parents and caregivers: Offering peer support and valuable guidance to navigate the often complex mental health care system. Facilitated support groups: Where families can share experiences, exchange information, and learn from one another. Intensive one-on-one support: Offering personalized assistance tailored to the specific needs of each family.

The impact of our services is tangible:

more than 90% of parents and caregivers who seek our support feel better equipped to face challenges, more prepared to support their child, and more comfortable accessing the necessary resources. They also report a decrease in stress, anxiety, and feelings of isolation. Beyond direct support for families, we are actively working to transform the mental health care system into a more inclusive, family-centered approach.



Through our collaboration with service providers and key partners, we amplify the voices of the thousands of families we support, ensuring their real needs are understood and addressed. We know that the role of parents and caregivers is crucial to the well-being of a child, and research confirms this reality. However, we also recognize that they cannot face these challenges alone. We understand the burdens and difficulties involved, and we firmly believe that recovery is possible with support. Hope above all.

Our vision:

A future where every family facing mental health challenges can thrive without fear of stigma, with the support and services they need.



To learn more, visit Pleo.on.ca (https://www.pleo.on.ca/).