Senior Manager, Executive Office & Board Administrator at Canadian Mental Health Association Toronto Branch – North York, Ontario

Senior Manager, Executive Office & Board Administrator

The Role and Opportunity

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.

About CMHA Toronto

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.

Responsibilities

Support

Provide senior-level administrative and operational support to the CEO, including calendar management, coordination of priorities, correspondence, and follow-up on key deliverablesPrepare,editand format briefing notes, presentations, reports, and executive correspondence for internal and external stakeholdersPrepare draft agendas and coordinatelogisticsfor executive meetings and off sites and other executive-related eventsAnticipate executive needs and deadlines, proactively addressing issues and ensuring continuity of executive operationsChampion internal communications for the Executive Team, including updates that need to be communicated across the organizationGovernance, Board and Board Committees

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 TorontoSupport governance-related processes such as Board onboarding, recruitment, evaluations, and compliance requirementsLead all Board of Directors and Committee administration, including annual calendars, meeting schedules, meetinglogistics, and minutesEnsuretimelypreparation, quality review, and secure distribution of Board and Board Committee materialsUnderstands 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 organizationDraftaccurateminutes andmaintainaction and resolution tracking to support accountabilityMaintain official governance documentation, including constating documents, Board policies, terms of reference, manuals, meeting minutes and historical recordsStakeholder Coordination

Act as a key point of contact for Board members, senior leaders, and external partners on governance and executive mattersHandle sensitive and confidential information witha high levelof discretion and sound judgmentEnsure records, documentation, and deliverables areaccurate, complete, and retained appropriatelyServe as a representative of the CEO Office, consistently reflecting the CEO’s presence, values, and professional standardsExperience & Education Required

Education

Diploma in Business Administration, related discipline or equivalent. 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.).

Related Experience:

6+years experiencesupporting a President, CEO, or senior executive in a complex organization6+years experiencesupporting Boards of Directors and senior governance processesStrong organizational, time-management, and prioritization skillsExcellent written and verbal communication skills, proof reading and editing skills with experience preparing executive- and Board-level materialsHigh levelof discretion, professionalism, and sound judgmentProficiencywith Microsoft 365 and digital collaboration toolsExperience using AI tools to support drafting, analysis, and workflow efficiencyProficiencywith board portal platforms (CMHA Toronto usesBoardEffect)Experience in nonprofit, healthcare, or public-sector environments is an assetSkills Required

This role is expected to demonstrate CMHA Toronto’scompetencies at the manager level, includingself‑awareness, collaborative leadership,client‑centredfocus, innovation and forward thinking, solutions and results orientation, and strong ethics and judgment.Communicate effectively both verbally and in writing in a clear,thoroughandtimelymanner.Establish andmaintainpositive 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 todetermineimportance and priority and make clear decisionsStrong planning to create and implement actions plans and evaluate the process and results.

Why Choose CMHA Toronto?

If you care about mental illness and mental health and you have the right skills, then CMHA Toronto may be the place for you. We have a positive and fair workplace culture, where staff are provided with opportunities for learning and advancement.

Our benefits include:

Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirementComprehensive Group Health Insurance – Health, Dental, Vision,ParamedicalsShort-term and Long-term Disability programs and life insurance to protect your income upon illness or injuryWork-life balance and flexibility – to ensure you have time for the things that matter to youAnnual Professional Development Funding for career learning and advancementWork with like-minded, passionate individuals and make an impact on mental health service deliveryBuild genuine and authentic connections, with colleagues and clients, with the goal of making a differenceCMHA Toronto is an award-winning workplace committed to fostering a culture of collaboration, empathy, and accountability. Our staff value the flexibility in work schedules, the emphasis on work-life balance, and the organization's commitment to continuous learning through training and development opportunities. Many employees highlight the strong sense of community and support that make CMHA Toronto feel like more than just a workplace—it feels like a community.

As an equity-informed employer, CMHA Toronto reflects the diversity of the communities we serve and is committed to fostering an inclusive and equitable workplace. We encourage applications from equity-deserving candidates, including Black, Indigenous, and racialized individuals, people with disabilities, 2SLGBTQ+ individuals, and women. We recognize and honour the intersectionality of equity-based identities. Personal experience with mental health challenges, whether firsthand or through a loved one, is considered an asset. If you are contacted regarding a job opportunity, please inform us before the interview if you require an accommodation.

To be eligible for this role candidates will be required to adhere to our COVID-19 policy and provide proof of vaccination.

Important Disclosure: