Executive Assistant and Board Liaison (EA-0726-FT)

New Path Youth and Family Services • Barrie, ON

4d • CA$34 - CA$37 • Hybrid

About The Position

New Path Youth and Family Services is an accredited children’s mental health agency providing a range of compassionate, innovative and accessible services for children, youth and their families throughout Simcoe County. The Executive Assistant and Board Liaison (EA) provides high-level administrative support to the Chief Executive Officer (CEO) and leadership team while serving as the primary point of coordination for the Board of Directors. The role ensures the smooth operation of executive and governance functions by maintaining communications, coordinating meetings, maintaining confidential records, and handling highly confidential and sensitive information with discretion, while supporting organizational priorities aligned with New Path's Vision, Mission and Values and ensuring compliance with Ministry guidelines, Accreditation standards, and legislative requirements.

Requirements

• Diploma or degree in Business Administration, Office Administration or a related field or equivalent experience.
• Minimum of 5 years of advanced administrative support experience, preferably in the non-profit sector with 1 year supporting senior level professionals or Board of Directors.
• Knowledge of board governance and applicable legislation.
• Expertise and effective use of database and Microsoft Office systems.
• Ability to handle highly confidential and sensitive information with discretion.
• Maintain professional skills and refine expertise through appropriate educational/developmental activities and professional affiliations.

Nice To Haves

• Experience supporting a Board of Directors is an asset.
• Experience in a unionized environment is an asset.
• French language is an asset.

Responsibilities

• Respond to inquiries, directing matters appropriately.
• Coordinates internal and external meetings, including agendas, logistics and follow-up.
• Tracks action items and ensures timely completion of commitments.
• Assists with risk management initiatives, including maintaining the agency risk management plan.
• Prepares correspondence, reports, presentations and meeting materials.
• Supports coordination of calendars, meetings, and travel arrangements.
• Provides confidential administrative support to the CEO.
• Supports the Manager of Finance with the annual insurance review and renewal and acts as the primary contact for insurance requests.
• Maintains organized electronic and paper filing systems.
• Supports special projects and agency initiatives as assigned.
• Serves as the primary administrative liaison between the CEO and the Board of Directors providing expertise on governance policies, Agency By-Laws and ensures adherence to Accreditation Standards and the Ontario Corporations Act.
• Coordinates Board and Committee meetings schedules.
• Prepares and distributes Board packages, agendas, meeting minutes and supporting documentation.
• Tracks Board decisions, motions and action items.
• Coordinates Board Recruitment and annual governance processes.
• Ensures governance documents are maintained accurately and confidentially.
• Coordinates logistics for Board meetings, Annual General Meetings, leadership meetings and agency events.
• Books meeting spaces, arranges virtual meeting platforms, prepares materials and coordinates catering as required.
• Record accurate meeting minutes and distributes them promptly.
• Fosters and maintains a strong positive workplace culture where everyone feels valued and respected.
• Develops and improves administrative systems and processes in collaboration with the leadership team.
• Acts as a Co-chair for the Annual General Meeting Planning Committee.
• Provides high level administrative support to the Strategic Planning process.
• Supports policy administration and document management, including co-developing the administration policies in collaboration with the CEO.
• Maintains agency calendars and key deadlines.
• Maintains administrative supplier accounts and inventory.
• Coordinates office supplies and administrative resources.
• Assists with contract/service agreement renewals, records management and document retention.
• Develop and maintain positive relationships with youth and their families, staff, partner agencies, ministry bodies and the community.
• Represent the Agency in the community to facilitate collaborative relationships.
• Participate in research activities as required.
• Through actions, supports Mission, Vision, Values and Strategic Plan of New Path.
• reviews and adheres to all Policies and Procedures, including; Administration, Finance, Client Services, Human Resources, Information Systems, and all other.
• Adheres to employee responsibilities for Health and Safety as defined by the Occupational Health and Safety act (OSHA) and all applicable regulations.
• Other duties as assigned.

Benefits

• Employer Paid Group Benefits
• Employer Pension Match Program
• 4 weeks paid vacation per year to start (maximum vacation entitlement is 7 weeks)
• Additional paid time for sick, birthday, float, 1/2 days on Christmas and New Year's Eve
• Employee and Family Assistance Program - provides short-term counselling, wellness resources, perks and free virtual fitness programs
• Continuous professional development and career opportunities
• Over 10+ committees where staff, youth and families can join and partner to co-develop projects, processes and services that impact or interest them which directly contributes to our culture of inclusion and engagement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree