About the Job
Reporting to the Senior Executive Administrator (SEA), the Executive Administrator is responsible for providing administrative support to the Chief Financial and Corporate Services Officer (CFCO) and the Chief Health and Housing Services Officer (CHHO). They will be responsible for record keeping, reporting, and supporting the Board of Directors through the Committees of the Board.
Duties and Responsibilities:
Executive Support
-
Represent the office of the CFCO and CHHO in a professional, customer-focused manner, maintaining the highest level of confidentiality
Committees of the Board Liaison
-
Act as a liaison and provide support to the Committees of the Board
-
Arrange and handle all logistics for Committee Meetings and events: schedule meetings, draft agendas, develop, compile, and distribute briefing notes and presentation materials, and record meeting minutes on behalf of Board Secretary
-
Support the onboarding and offboarding of Board Directors
-
Maintains the Board By-laws, board policies, minute books and keep the portal up to date
-
Work with the Communications team to ensure all required board documents are made available to the public as required by Broader Public Sector requirements.
-
Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters and legislation (i.e. Form 1)
-
Support the Senior Executive Administrator with additional matters of the Board of Directors, as required
Administrative Tasks
-
Complete broad administrative tasks that facilitate the CFCO and CHHO’s ability to effectively lead the organization, including assisting with special projects, designing and producing documents, reports, and presentations, collecting and preparing information for meetings with staff and outside parties
-
Serve as the primary point of contact for internal and external parties on matters pertaining to the CFCO and the CHHO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, or referral, exercising judgement
-
Contract management support, including storing, inventorying and flagging when contracts are due
-
Ensure Organization records are kept and maintained as required by law and made available when required by authorized persons
-
Maintenance of insurance certificates and documents including distribution of certificates to all third parties
-
Administration of invoice process requiring CFCO and CHHO approval including account coding and preparing documentation for approval
-
Provide daily administrative support
-
Attend meetings to act as recorder and preparing concise, accurate minutes from each meeting
-
Maintain and refine internal processes that support the CFCO and the CHHO. Look for process improvements to current workflows
Training
-
Leads the organizational Administrators Meeting and provides feedback from the meeting to Directors and Managers on process related issues
Scheduling
-
Manage the schedule of the CFCO and CHHO, including problem solving to prevent conflicts and follow up as required
Logistics
-
Provides general overall committee and meeting support
-
Support arrangements and organization of the Annual Meeting
Organizational Responsibilities
-
Contribute to and demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
-
Demonstrate a positive professional attitude when representing the organization
-
Adhere to agency Health & Safety Program and the Client Safety Framework in the promotion of client safety
-
Perform additional duties as required/delegated
Qualifications:
-
Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
-
3+ years’ experience in an executive administrator position in a fast-paced and customer focused environment
-
Governance experience (working with a board of directors) is an asset
Knowledge and Skills:
-
Act professionally at all times and handles confidential information with discretion and diplomacy
-
Excellent written and verbal communication skills with proven ability to create and format business documents
-
Excellent computer literacy including Internet, Microsoft Office (Outlook, Word, Excel and PowerPoint)
-
Ability to organize and manage a diverse range of assignments and projects with high efficiency yet thorough attention to detail and follow through, versatile and able to adjust to changing priorities and deadlines
-
Resourceful and independent and also comfortable working in a fast-paced team environment
-
Superior interpersonal skills with demonstrated ability to manage relationships
-
Strong knowledge of general office procedures involving procurement, travel arrangements and budget management
-
High level of sound and independent judgement, reasoning and discretion
-
Professional, responsive and positive work attitude
-
Experience in project management, communication, leadership, and crisis management
-
Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and invisible dimensions of diversity
-
Strong analytical and organizational skills
-
Demonstrated ability to work without direct supervision in a team environment
-
Proficient in MS Suite (Word, Excel, Power Point and Outlook)
-
A vehicle, valid driver’s license, and adequate insurance coverage
-
Valid Certification in First Aid & CPR
-
Training in ASIST and CPI
Reporting Function:
The Executive Administrator will report directly to the Senior Executive Administrator. They will support the Chief Financial and Corporate Services Officer and the Chief Health and Housing Officer. They will work with both internal and external partners and will interact with all levels within the organization. They will have no supervisory responsibilities.
They will be a support system, resource, and an advocator for the team and organization.
Working Conditions and Physical Requirements:
-
Day shifts (Monday – Friday) with the ability to work excess/overtime hours where required
-
Able to work well with internal and external clients
-
Able to drive, walk (site locations) regularly
-
Able to sit for prolonged periods of time
-
Able to answer and communicate telephone calls and general computer use
-
Computer screen use (multiple screens if applicable) for prolonged periods of time
-
Able to lift up to 20lbs (product, documents, etc.)
-
Vehicle travel to sites for visits
SHIP Values:
-
Compassion, Hope, Inclusion, Respect, Professionalism
About Us
Services and Housing In the Province (SHIP) is a Provincial leader in the broader public sector that builds strategic partnerships and programs that support the fundamental rights for Housing and Health Services throughout the Peel Region, Dufferin County, Region of Waterloo and surrounding areas.
Our commitment to increase quality of life through health services and housing supports that promote mental and physical health and wellness is at the forefront of every employee we hire. We value compassion, hope, inclusiveness, respect, and professionalism.
Our organization has supported the region for over 35 years and employs over 550 passionately engaged employees ranging from office administration, nurses, and service health specialists to housing specialists all dedicated to the community, clients, and families.
Accessibility
“SHIP strives to be equitable and inclusive in all that we do. Equity is a core value, and we are committed to providing an inclusive selection process. We encourage applicants from equity deserving communities including women, Black, Indigenous, other racialized groups, 2SLGBTQ+ persons, individuals with disabilities and others who will contribute to and enrich the organization and its values. We are committed to inclusive, barrier-free recruitment, selection processes, and work environments. Please advise the People and Culture Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process”.
Application Instructions
Interested candidates are encouraged to apply before August 8, 2026
Why Work For Us?
Work-Life Balance
SHIP believes a healthy work-life balance is essential for both professional success and personal well-being. We strive to create a company culture that values and supports the well-being of our employees, while also pushing innovation in our organization
Our Vision
Quality Housing, Quality Services, Quality Lives
Our Mission
To increase quality of life through health services and housing supports that promote mental and physical health and wellness
Our Culture
Leader and innovative partner in the community. Our programs welcome employees into our caring, compassionate, and innovative culture. We listen; we know what it means, and why it matters.
Our Commitment
People are at the forefront of our success. Below are just a few ways our full-time permanent staff have personal and professional success:
-
Competitive Salaries with Annual Performance Reviews
-
Comprehensive Health Plans
-
Group RRSP (5% Employer Contributions)
-
12 Paid Health, Wellness, and Sick Days
-
10 Paid Vacation Days
-
3 Paid Personal/Floating Holidays
-
Generous Parental and Family Leave
-
Learning and Development Opportunities
-
Travel Allowances
-
Employee Assistance Program
-
Company Culture to be Proud of
-
Possibility to Create a Real Impact
35+ Years focused on Clients, Tenants, Staff, and Families
5,000+ Clients and Residents served annually
20+ Programs and Service offerings in Southern Ontario
500+ Dedicated, Respectful, Compassionate and Professional Employees
