Senior Manager, Executive Office & Board Administrator

Canadian Mental Health Association Toronto Branch•Toronto, ON

About The Position

Reporting to the CEO, the Senior Manager, Executive Office & Board Administrator plays a central role in supporting the leadership and governance of CMHA Toronto. As a trusted partner to the CEO, this position provides senior-level executive and governance support to ensure the effective, coordinated, and responsive functioning of the CEO’s office, the Executive Leadership Team, and the Board of Directors. Acting as an extension of the CEO, the role anticipates needs, manages competing priorities, and ensures the smooth and reliable operation of executive and governance functions in support of the organization’s mission and strategic objectives. The Senior Manager, Executive Office & Board Administrator serves as the primary lead for Board and Board Committee operations, working closely with the CEO, Board Chair, and senior leaders to enable strong governance practices, informed decision-making, and organizational accountability. This role requires the efficient and accurate management of specialized, detailed work in a fast-paced environment. Exceptional attention to detail, sound judgment, and a high level of discretion is required. A strong commitment to quality, follow through, and timeliness is essential to supporting CMHA Toronto’s leadership. CMHA Toronto is the city’s leading community mental health agency. We provide accessible, quality care for Toronto residents through programs, research and advocacy that create belonging and hope. At CMHA Toronto, we take a client-first, recovery-oriented approach to supporting people and their families when they experience mental health challenges or live with mental illness. By integrating health and social care, we provide services that aid in long-term wellness including housing, employment, community connections and so much more. Our goal? Help everyone thrive in the community.

Requirements

Diploma in Business Administration, related discipline or equivalent.
6+ years experience supporting a President, CEO, or senior executive in a complex organization
6+ years experience supporting Boards of Directors and senior governance processes
Strong organizational, time-management, and prioritization skills
Excellent written and verbal communication skills, proof reading and editing skills with experience preparing executive- and Board-level materials
High level of discretion, professionalism, and sound judgment
Proficiency with Microsoft 365 and digital collaboration tools
Experience using AI tools to support drafting, analysis, and workflow efficiency
Proficiency with board portal platforms (CMHA Toronto uses BoardEffect)
Demonstrate CMHA Toronto’s competencies at the manager level, including self‑awareness, collaborative leadership, client‑centred focus, innovation and forward thinking, solutions and results orientation, and strong ethics and judgment.
Communicate effectively both verbally and in writing in a clear, thorough and timely manner.
Establish and maintain positive working relationships.
Demonstrate good listening skills.
Strong digital mindset, using digital tools to create materials, manage executive- and Board-level workflows, and support the organization’s early adoption of generative AI.
Ability to work cooperatively and effectively with others to enhance organizational effectiveness.
Assess situations to determine importance and priority and make clear decisions
Strong planning to create and implement actions plans and evaluate the process and results.
Adhere to our COVID-19 policy and provide proof of vaccination.

Nice To Haves

Certification (or at least formal training) in governance administration is a strong asset (i.e. through Governance Professionals of Canada, Chartered Governance Institute of Canada, etc.).
Experience in nonprofit, healthcare, or public-sector environments is an asset
Personal experience with mental health challenges, whether firsthand or through a loved one, is considered an asset.

Responsibilities

Provide senior-level administrative and operational support to the CEO, including calendar management, coordination of priorities, correspondence, and follow-up on key deliverables
Prepare, edit and format briefing notes, presentations, reports, and executive correspondence for internal and external stakeholders
Prepare draft agendas and coordinate logistics for executive meetings and off sites and other executive-related events
Anticipate executive needs and deadlines, proactively addressing issues and ensuring continuity of executive operations
Champion internal communications for the Executive Team, including updates that need to be communicated across the organization
Ensure governance practices align with organizational policies and wise practices
Work closely with the CEO and Board Chair to develop and implement strategy to advance and improve governance at CMHA Toronto
Support governance-related processes such as Board onboarding, recruitment, evaluations, and compliance requirements
Lead all Board of Directors and Committee administration, including annual calendars, meeting schedules, meeting logistics, and minutes
Ensure timely preparation, quality review, and secure distribution of Board and Board Committee materials
Understands and drafts complex governance documents in support of Board and Board Committee mandates, legal and regulatory requirements, and good corporate governance practices in a healthcare organization
Draft accurate minutes and maintain action and resolution tracking to support accountability
Maintain official governance documentation, including constating documents, Board policies, terms of reference, manuals, meeting minutes and historical records
Act as a key point of contact for Board members, senior leaders, and external partners on governance and executive matters
Handle sensitive and confidential information with a high level of discretion and sound judgment
Ensure records, documentation, and deliverables are accurate, complete, and retained appropriately
Serve as a representative of the CEO Office, consistently reflecting the CEO’s presence, values, and professional standards

Benefits

Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement
Comprehensive Group Health Insurance – Health, Dental, Vision, Paramedicals
Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury
Work-life balance and flexibility – to ensure you have time for the things that matter to you
Annual Professional Development Funding for career learning and advancement
Work with like-minded, passionate individuals and make an impact on mental health service delivery
Build genuine and authentic connections, with colleagues and clients, with the goal of making a difference
Flexibility in work schedules
Emphasis on work-life balance
Organization's commitment to continuous learning through training and development opportunities
Strong sense of community and support