EXECUTIVE ASSISTANT / OFFICE MANAGER

Administrative Services

One (1) Non-Unionized, Permanent Full-Time Position

Monday – Friday, 9am – 5pm, In-Person

Existing Vacancy

Compensation: $34.87/hour

About Cota

Cota is an accredited not-for-profit organization that has been providing community-based support to people living with mental health and cognitive challenges for over 50 years. At present, our wide array of services delivers much needed support to over 4,000 people/year who live with mental health challenges, psychogeriatric mental health conditions, acquired brain injuries, developmental disabilities, dual diagnoses and/or the experience of homelessness. These services include, but are not limited to, case management, supportive housing and adult day program services. A full listing of our services can be viewed on our website at https://cotainspires.ca/

Cota is presently seeking a dynamic and innovative individual to join our amazing team in the capacity of the role outlined within this posting. Followed by our mission to support individuals with mental health and cognitive challenges to live well within their communities, we strive toward a vision of a supportive, inclusive society where everyone has the opportunity to thrive. If you feel you have the skills and qualifications to perform the duties of this role while consistently exemplifying Cota’s values Hope, Respect, Dedication, Equity, Accountability, Collaboration and Innovation, we would love to hear from you.

About the Position

The Executive Assistant / Office Manager provides high-level administrative support to the CEO and Executive Leadership Team while overseeing the day-to-day coordination of office operations. This role is critical to ensuring efficient administrative processes, strong internal communication, and a well-organized workplace environment in support of quality patient/client care and organizational goals.

Working in a fast-paced healthcare environment, the Executive Assistant / Office Manager exercises sound judgment, professionalism, discretion, and confidentiality in all aspects of the role. The position requires strong organizational skills, the ability to manage multiple competing priorities, and a proactive approach to problem-solving.

Primary Responsibilities:

The Executive Assistant / Office Manager’s duties may involve, but are not necessarily be limited to:

Executive Assistant Support

• Provide confidential administrative support to the Chief Executive Officer and Executive Leadership Team
• Prepare correspondence, reports, presentations, agendas, meeting packages, and minutes for:
• Board of Director/Board Committee meetings; and
• Leadership team meetings; and
• Internal work group/committees
• Manage complex calendars, schedule meetings, appointments, and interviews, and coordinate logistics
• Screen calls, emails, and inquiries, and respond or redirect as appropriate
• Update agency voice messages as required
• Coordinate internal and external meetings, including room bookings, catering, technology, and materials
• Support special projects, committees, and organizational initiatives as assigned
• Maintain organized electronic and paper filing systems
• Track action items, deadlines, and follow-up activities on behalf of the CEO and Executive Leadership Team

Office Management

• Oversee the administrative head office to ensure its efficient operation
• Help develop, maintain, and improve office procedures and administrative workflows
• Assist with office health and safety practices and ensure administrative areas are organized and functional
• Act as a central point of contact for administrative processes and office-related inquiries
• Contact external vendors for office equipment issues/repairs (printers, phone lines, etc)
• Coordinate office systems, supplies, equipment, and vendor relationships
• Facilitate procurement of IT and phone equipment as needed
• Support onboarding logistics for new staff, including IT equipment, supplies, and coordination with other programs
• Liaise with IT, facilities, and other service providers to address operational needs

Administrative Coordination

• Assist with corporate records management and document control in accordance with organizational policies and privacy requirements
• Maintain databases, contact lists, and administrative tracking tools
• Support payroll, scheduling, invoicing, or finance-related administrative tasks, where applicable
• Provide backup support to other administrative staff during absences or peak periods

Other Responsibilities:

• Observe Cota rules and regulations, policies, procedures, practices and current legislation, in particular, the Ontario Human Rights Code
• Comply with all Health and Safety policies and procedures to ensure every reasonable precaution is taken for the protection of workers and service users, and that health and safety concerns or incidents are responded to promptly
• Works cooperatively, respectfully and cons