Executive Administrative Assistant

ConnexOntario is a free and confidential provincial service available 24/7 that supports individuals concerned about mental health, substance use, or gambling-related issues. Accessible by phone, text, live chat, email, and web, ConnexOntario helps connect Ontarians, their loved ones, and service providers to appropriate programs and services across the province.

Our knowledgeable and experienced staff provide supportive listening, education about available services, help individuals understand their options and what to expect, and support next steps in accessing care. Services may include information and referral, system navigation, warm transfers, e-referrals, and follow-up support to help individuals overcome barriers and connect to the services they need.

Whether someone is actively seeking treatment, supporting a loved one, exploring their options, or simply looking for someone to talk to, ConnexOntario is here to provide the right support at the right time.

We are looking for an Executive Administrative Assistant for a Permanent, full-time opportunity.

We are recruiting to fill an existing vacancy.

Join our team and play a central role in supporting organizational leadership, Board governance, and day-to-day operations in a dynamic, mission-driven environment.

About the Role

We are seeking a highly organized and proactive Executive Administrative Assistant and Board Liaison to support our Executive Director, Board of Directors, and organizational leadership. This trusted role is central to the effective functioning of executive operations, governance processes, and organizational coordination.

You will work closely with senior leadership, Board members, and staff to ensure effective communication, coordination, and execution of priorities. If you enjoy variety in your work, thrive in a fast-paced environment, and take pride in being the person who keeps things organized and moving forward, this role may be a great fit for you.

What You Will Do

Executive and Governance Support

• Manage the Executive Director’s calendar, meetings, correspondence, and priorities
• Coordinate Board and committee meetings, including scheduling, agendas, meeting materials, minutes, and follow-up actions
• Maintain governance records and support compliance with organizational policies and governance requirements
• Support Board recruitment, onboarding, orientation, and engagement activities
• Assist with Annual General Meeting planning and governance-related initiatives
• Support effective communication between leadership, Board members, and staff

Coordination and Administration

• Plan and coordinate meetings, events, conferences, and organizational activities
• Prepare and edit reports, presentations, Board materials, and organizational communications
• Support internal communications and document management processes
• Conduct research and gather information to support organizational projects and decision-making
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment

Operations and Office Support

• Provide reception and front-office support
• Support day-to-day office operations, including supplies, vendors, facilities, and administrative processes
• Assist with financial administration, including invoice processing and tracking
• Support organizational projects, events, and special initiatives as assigned
• Identify opportunities to improve processes, leverage technology, and enhance administrative efficiency

What You Bring

• Diploma in Office Administration, Business Administration, Communications, or related field, or equivalent experience
• Minimum two years of experience in an administrative or executive support role
• Strong organizational and time management skills with attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and adapt to changing needs
• Strong interpersonal skills and a collaborative approach
• Proficiency with Microsoft Office, virtual meeting tools, and office technology
• Comfortable learning and using new technologies and systems
• High level of discretion, professionalism, and reliability

Nice to Have:

• Experience supporting a Board of Directors, Committees, or senior leadership teams
• Knowledge of governance practices, Board processes, or the Ontario Not-for-Profit Corporations Act (ONCA)
• Experience in the health, social servi…