Manager Executive Office Jobs

Community Living Toronto (CLTO), a recognized leader in the Developmental Services sector, seeks a Manager Executive Office. This is a full-time, permanent role.

Established in 1948, CLTO has set the benchmark for excellence, innovation and accountability since its inception. With 1,200 full and part-time employees in 70 group homes, community hubs, and offices across Toronto, CLTO continually ‘moves the yardsticks’ in making the lives of the people we support better.

Our mission is to foster inclusive communities by supporting the rights and choices of people with intellectual disability. Our vision is ‘A society where everyone belongs. A society where everyone is valued’. These statements are not just words on a page. We believe them, internalize them, and devote ourselves to attaining them every day.

The elimination of racial discrimination and racism is an essential part of CLTO’s efforts to cultivate an equitable and inclusive learning environment and work culture. We aspire to a culture where equity and inclusion are naturally occurring, and diversity is embraced as a source of learning and pride.

The Ideal Candidate

The Manager Executive Office is an experienced professional, with demonstrated expertise in full-service administrative support to executives, government relations, communications, and financial administration.

The ideal candidate brings 5-7 years of relevant experience supporting an executive, dealing with a Board of Directors, Corporate Committees, and government departments, or providing other similar senior-level executive support.

They possess advanced software proficiency (MS Office, Visio, Project Manager, SharePoint, One Drive), and strong organizational, project management, and problem-solving skills complemented by multi-tasking abilities and attention to detail.

With superior communication, relationship, and interpersonal skills, the ideal candidate interacts with internal and external stakeholders including the Board of Directors and Leadership Council, Government/Ministry/Other External Stakeholders, Director Strategic Communications and Stakeholder Relations, Purchasing, Accounting, IT and HR.

Demonstrated ability to handle confidential material and information with discretion is imperative.

Knowledge of the non-profit/charitable sector, specifically the Developmental Services sector, is an asset.

Role Summary

The Manager Executive Office is responsible for managing the day-to-day aspects of the Executive Office, supporting the Chief Executive Officer and the Board of Directors. Provides meeting management for the Board and Leadership Council. Often serves as the first point of contact with various levels of government, law enforcement, medical professionals, media, and families and is privy to sensitive and confidential information. Leads specific initiatives, as assigned by the CEO, both within Community Living Toronto, government, and the broader Disability Sector. The Manager Executive Office will need to have a high level of political acuity to ensure the organization is well represented and favorably viewed by those who interact with the Executive Office.

Key Responsibilities

Executive Administrative Support

• Ensures meetings involving the CEO have an agenda as well as all other necessary documentation, and that the CEO receives briefing summaries in advance; records minutes and distributes materials in a timely manner; up/downloads all documents to the proper channels/platforms.
• Performs a variety of administrative functions to ensure the smooth functioning of the CEO’s office, including providing calendar, email, and document/information management.
• Prepares and distributes all Executive, Board of Directors, Annual General Meetings, and DS sector meeting minutes.
• Manages the day-to-day affairs of the CEO’s office including decisions on meeting scheduling and determining status/actioning next steps on agreed actions on the part of the CEO and/or others.
• Provides meeting logistical support

Government Relations

• Collaborates with and provides input to the Director of Quality and Risk on policy formulation pertaining to government direction and government relations.
• In consultation with the CEO and the Director of Strategic Communications and Stakeholder Relations, represents the CEO and Community Living Toronto as needed in exchanges and at forums with government departments and Ministries.

Communications

• Sends out reminders to staff when Inquiry Reports are due and submits completed reports to the Ministry within 7 days; follows up with Ministry Program Supervisors when/if they have questions, coordinating with staff as necessary to obtain answers and prepares the Annual Analysis Report for the Ministry.
• Produces or processes correspondence covering a broad array of routine and confidential subject matter.
• Acts as an intermediary with internal and external audiences, serving as a bridge to ensure smooth communication between the Executive Office, other agencies, government departments and Ministries, and the broader Disability Services sector.

Financial Administration

• Monitors various budgets and flags costs that are in excess of budget.
• Handles specialized furniture/equipment proposal requests.
• Ensures all expenditures are coded correctly and obtains approval from Board Chair before submitting to accounting for reimbursement.
• Reviews and reconciles expenses for the CEO/CEO’s office, including parking and travel.

Qualifications

Education & Training

• College Diploma in Business Administration, Office Administration, or a related field. University degree an asset.

Experience

• 5 – 7 years of relevant experience supporting an executive, dealing with a Board of Directors, Corporate Committees, and government departments or providing other similar senior-level executive support. We thank everyone for their interest in Community Living Toronto; however only applicants with the necessary qualifications, experience and education will be contacted for an interview.