Cota1 day ago

Toronto, ON

CA$35/hour

Senior Level

Full-Time

###Top Benefits

Extended health coverage

Dental coverage

Vision care

###About the role

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 constructively with service users, Team members, management, other service providers, and external stakeholders.
• Ensure that the confidentiality of service users, employees and Cota information is always maintained
• Undertakes other related and/or delegated duties, as assigned

Typical work hours are as stated. However, flexibility is required to attend evening/weekend Board of Director/Board Committee meetings and/or to respond to urgent needs that may fall outside typical work hours.

Qualifications:

Knowledge and Abilities

• Excellent organizational and time management skills with strong attention to detail
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong interpersonal and communication skills, both written and verbal
• High level of discretion, professionalism, and judgment when handling confidential information
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
• Ability to work independently and collaboratively with all levels of staff and external stakeholders
• Strong problem-solving skills and a proactive, customer-service oriented approach
• Familiarity with healthcare terminology, privacy requirements, and administrative practices is an asset

Education and Experience

• Previous experience supporting an Executive Director, CEO and/or Executive Leadership Team is preferred
• Post-secondary diploma or certificate in Office Administration, Business Administration, Healthcare Administration, or a related field
• Minimum of 2–3 years of progressive administrative experience, preferably in healthcare, community services, or a not-for-profit environment
• Experience supporting Board of Directors
• Experience coordinating office operations and administrative systems

Application Details:

Please complete the application below before April 7, 2026 at 4:00pm.

We are committed to fostering a workplace that reflects the diversity of the communities we serve. We recognize lived experience as a valuable form of knowledge and encourage applications from individuals with a wide range of experiences, identities, and perspectives — including those with lived experience of housing insecurity, mental health or substance use recovery, or engagement with community supports. Accommodations are available throughout the hiring process upon request.

Benefits:

Upon successful completion of a three-month period of employment, permanent full-time and permanent part-time staff working more than 20 hours per week will be eligible for employer-paid group insurance benefits. These employer-paid benefits include:

• Extended Health Coverage
• Dental Coverage
• Life insurance
• Accidental Death and Dismemberment
• Vision care
• Travel assistance

Permanent full-time staff and permanent part-time staff working more than 20 hours per week are also required to enroll in employee-paid long-term disability coverage.

Cota participates in the OPTrust Select Pension Plan; participation is mandatory for permanent full-time staff, and optional for permanent part-time staff.

Cota also provides additional financial assistance to all eligible employee in preparing for their retirement by contributing to a Group RRSP on their behalf.

Additional Information:

Interview Process: Cota may choose to conduct parts/all of the hiring process virtually. Please note that as part of maintaining an agile workforce, all Cota staff may be required to be reasonably reassigned to support the operational needs of our essential services.

Screening Process: Please note that Cota uses AI to screen potential applicants for all roles.

We would like to thank all those that apply; however, due to high volumes of interest, only those selected for an interview will be contacted.

Thank you, Cota's HR Department.

__________________________________________________________________

Hope, respect, dedication, equity, accountability, collaboration, and innovation are key values of Cota. We are dedicated to promoting a diverse and inclusive workplace, upholding dignity, and acknowledging each person's individual contributions and potential as an equal-opportunity employer. We uphold the Ontario Human Right Code and strongly encourage applications from people of color, women, Indigenous Peoples, people with disabilities, LGBTQ2S+ people, and others who provide various viewpoints. Cota ensures an accessible hiring process in line with the AODA principles, providing accommodations for applicants with disabilities. For any accommodation requests, please contact hr_recruitment@cotainspires.ca

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###About****Cota

Mental Health Care

201-500

Cota is an accredited, not-for-profit, community-based organization that has been supporting adults with mental health and cognitive challenges to live well within their communities for 50 years.

We provide person-centred supports that assist individuals to find inspiration and hope in their inherent strengths and support them to pursue meaningful change in their lives, as they define it. We also work collaboratively with our funders, our partners and other stakeholders, across the provincial health and social service systems, to inspire positive change in the way that services are delivered to individuals living with mental health and cognitive challenges.

Cota offers a wide range of services to adults living with serious mental illness, geriatric mental health conditions, acquired brain injuries, developmental disabilities and dual diagnoses. Our services include case management, supportive housing, short-term residential beds, day programs, court and justice related services, Assertive Housing First Teams and services for individuals who are experiencing homelessness.

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