Position: Manager, Executive Office

Location: 1 Jim Flaherty Street, Whitby, ON

Assignment: Full-time, Salaried

Pay Rate: $55,000 per annum. We also offer comprehensive, 100% employer paid benefits, flexible work environment, and access to our superb sport, fitness, and recreational facilities.

Start Date: August 2025

You Belong!

We exist to unlock potential through accessibility and to create a better, barrier-free life for all Canadians. We strive to achieve this by reimagining accessibility, redefining the way Canadians live, work and play, and by co-designing innovative solutions that address the needs of our community. To be successful, our organization values being person-centred, genuine, flexible, innovative, and collaborative.

As an equal opportunity employer committed to diversity and inclusion, we welcome and encourage applications from all persons, including but not limited to persons with disabilities, racialized and Indigenous persons, persons of any gender identity and sexual orientation, and newcomers. We provide variations and accommodations at all stages of employment and are committed to improving our process to be more accessible and equitable.

We understand that no one will ever meet all the qualifications or feel completely confident in performing every duty listed, and that’s okay! We are committed to the ongoing learning and development of our employees and gladly provide on-the-job training and mentorship. Unless it says required (bolded for emphasis), please do not let any other qualification or duty discourage you from applying.

If you have any issues with the online application or have any questions about the job, please email careers@abilitiescentre.org. We look forward to learning more about you and how you may be the person we’re looking for through your application!

The Position:
The Manager, Executive Office will serve as a trusted partner to the President and CEO and Abilities Centre Board of Directors, providing high-level administrative support, managing complex schedules, coordinating communications, and ensuring seamless day-to-day operations. This role requires exceptional organizational skills, sound judgment, and the ability to handle sensitive information with the utmost confidentiality. The Manager, Executive Office will also provide general office support, including but not limited to office supply management, scheduling and travel coordination, reception, and administration oversight for Boardroom bookings.

**What You’ll Do:**Reception and Coordination:

• You will perform reception duties, such as greeting stakeholders (clients, customers, vendors), handling phone calls and emails, incoming/outgoing mail, etc. for the President and CEO.
• You will manage and maintain the calendar of the President and CEO, including scheduling meetings, appointments and travel coordination.
• You will monitor and prioritize incoming communications and requests.
• You will coordinate and support the production of administrative materials, including forms, correspondences, reports, presentations, etc. for the President and CEO.
• You will maintain and organize (file) documentation, both online and physical, and handle basic data-entry for the President and CEO.
• You will serve as a liaison between the President and CEO and internal/external stakeholders.
• You will handle confidential information with discretion and professionalism.
• You will assist with special projects and strategic initiatives as needed.
• You will anticipate the needs of the President and CEO and proactively address them.

Office Management:

• You will order office supplies and equipment, handle office supplier contracts, and ensure services and equipment are maintained.
• You will oversee the calendar and booking process for the Abilities Centre Board Room as a shared organizational space.

Board of Directors and Board Committees Administration:

• You will coordinate all Board of Directors and Board Committee meetings, prepare packages and agendas, take minutes, and follow up on action items.
• You will liaise with the Chair of the Board of Directors and the Chairs of the Board Committees to ensure that the actions assigned to the Board and Committee members between meetings are monitored.

Contribute to Culture:

• You will maintain the appropriate level of professional knowledge, skill, and ability, using all available sources, procedures, and tools.
• You will cultivate a person-centred environment through exceptional customer service and establish rapport and maintain effective relationships with members, staff, volunteers, and community partners.
• You will foster a work environment that values and encourages teamwork and empowerment.

What You’ll Bring:
Education and Experience.

• You have post-secondary education in Business Administration or related field.
• You have 5+ years of experience supporting C-level executives.
• You understand management principles and office management practices.
• You have knowledge and experience of organizational governance practices, including By-Laws, policies, Annual General Meetings, Corporate Filings and other related legislated and operational executive and governance functions
• You possess strong computer skills in Microsoft Office 365 and calendar management tools.

Compassion.

• You exhibit a high level of discretion, integrity, professionalism, emotional intelligence, and cultural sensitivity.
• You are extremely trustworthy and capable of handling sensitive and confidential information.
• You have exceptional interpersonal and relationship-building skills with a proven ability to establish rapport with people of diverse backgrounds.

Communication and Collaboration.

• You have outstanding verbal and written communication skills.
• You can make connections with peers, leaders, and stakeholders, and can work collaboratively with multi-disciplinary teams.
• You can facilitate decision-making, collaborate across teams, and achieve results through teamwork, effective negotiation, and problem-solving.
• You are an effective team player with a positive attitude whose interactions demonstrate accountability, authenticity, and collaboration.

Organization.

• You have superior administrative skills demonstrating thoroughness and attention to detail.
• You can manage multiple demands and tight timelines through effective planning, organizing and time management skills, and can work independently without close supervision.
• You are self-motivated, and results-oriented; you demonstrate initiative and contribute to a work environment that values and encourages innovation.
• You can learn new applications and techniques quickly and effectively and are dedicated to continuous learning.

Administrative Requirements:

• It is required that you have a current and clear criminal record check for the vulnerable sector to work at Abilities Centre.

Availability:

• You are flexible regarding assigned work schedule, including days, evenings, and weekends.

Deadline to Apply: Friday July 18, 2025