Organization: Kids Help Phone

Title: Executive Assistant

Position: Full-time, Permanent

Reports to: Executive Director, Governance & Administration, Office of the CEO

Location: Toronto - Hybrid 3 days in Office

Salary range: $61,500 - $71,000 annually

Hi there,

We’re so glad you found us.

It is an exciting time at Kids Help Phone. We are on a transformational journey, one that will reshape the landscape of youth mental health in Canada.

In March of last year, we launched Feel Out Loud, a historic, national movement anchored by a fundraising campaign with a goal of raising $300 million by the end of 2024 to reach young people in every corner of Canada with expanded access to e-mental health services.

We’re adding to our innovative fundraising team who will help fuel this mission. If the thought of making a positive impact on the mental health of young people in Canada inspires you, this could be for you.

First, here’s a bit about our story:

Kids Help Phone is Canada's only free, 24/7 service offering professional counselling, information, referrals, and texting support for young people in both English and French. We provide life-changing support to youth millions of times each year (over 4.7 million in 2023 alone).

We began in 1989as a unique telephone counselling service, and for nearly 35 years, we’ve evolved our response and innovated our offerings and technology to stay relevant to youth, recognizing the complexity of issues they face.

Today, Kids Help Phone has become more essential than ever before. So has our goal of transforming to meet the needs of young people in Canada. As a part of our strategic objective of maximizing access, we’re committed now more than ever to reaching more people in every corner of Canada.

Do you want to join our journey and make a meaningful impact?

Unlock your potential. Carve out a career as unique as yourself. Grow with us.

The Opportunity

The Executive Assistant (EA) will be a member of the Executive Administration team and will be responsible for providing senior administrative and professional support to up to three senior executives, currently the Chief Financial Officer, and Senior Vice President of Brand, Storytelling and Communications. The incumbent will enhance their executives’ effectiveness and efficiency by proactively suggesting and devising solutions and providing information management support. Often as the first point of contact, the EA provides exceptional service and professionally represents their executives to all internal and external stakeholders.

What You’ll Contribute:

Liaison on behalf of executives supported for scheduling and managing key principle relationship external meetings;
Support the organization’s leadership to establish long-term partnerships and strengthen existing relationships;
Organize and coordinate internal and external meetings (using shared calendars, conference/video call system, and other tools), arranging catering, and assisting with the preparation of agendas pertaining to each executives’ involvement in corresponding Board committees they each support;
Managing travel arrangements/itinerary, and ensuring smooth travel and efficient use of budgets;
Develop and maintain an efficient filing system for reports, relationship management material, invoices, correspondence and reference materials, and all other important documents;
Serves on cross-departmental committees or task forces as appropriate;
Emulates our organizational values and ensures requests from internal and external stakeholders are responded with a high degree of urgency, relevancy and accuracy;
Disseminating information, coordinating responses, and escalating for resolution as appropriate;
Providing administrative assistance with a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment;
Lead the logistics planning to ensure efficient and effective planning of executives’ availability;
Work collaboratively, leveraging appropriate resources to manage, own and streamline administrative tasks;
Administrative tasks including managing incoming mail and reconciling expenses
Additional related duties, as required.

What You’ll Need:

Post-secondary education is required
At least 4 years of relevant work experience, preferably in a nonprofit, healthcare company, or other experience with demonstrable transferable skills;
Solid knowledge of MS Office 365 including Word, Teams, Excel, PowerPoint and Outlook
Bilingual in English and French is an asset;

You’ll already have the following:

Experience demonstrating a high degree of confidentiality, professionalism, tact and diplomacy;
A strong work ethic, great initiative and an ability to work in a high performance culture where priorities and deadlines shift regularly;
Excellent written and verbal communication skills with the ability to communicate effectively with Board of Directors, staff, and others in a professional manner;
Excellent project management and organizational skills. Must have the ability to prioritize executive tasks with meticulous attention to detail and demonstrate the ability to manage multiple tasks and deadlines;
Ability to work independently while using discretion in decision-making and sound judgment in problem solving;
Strong interpersonal skills and a friendly attitude, with a customer service focus through all interactions;
Demonstrated experience working with Board Committees, including preparing agendas and taking minutes, with an understanding of standard meeting procedures;
Able to multi-task and be flexible to move from one priority to another while maintaining a high level of accuracy.

Why Kids Help Phone?

Meaningful opportunities to make an impact
Modern, collaborative space and an environment where you are valued and appreciated
Employee Wellness programs
Extensive medical, dental and optical coverage
Work/life balance and flexibility
We take great pride in our first-class team and culture. Open-door approach at all levels
Rapidly growing organization with a focus on continuous innovation
Real-time coaching and feedback, growth opportunities, and a supportive and collaborative team

To learn more about Feel Out Loud: the largest youth mental health movement in Canadian history:

The Feel Out Loud Campaign Cabinet – a group of extraordinary philanthropic and business leaders who are deeply committed to unlocking hope for all youth across Canada
What I Wouldn’t Do (North Star Calling) – a star-studded anthem and video created by over 50 Canadian artists who united across the country to form the musical collective Artists for Feel Out Loud, with the sole purpose of amplifying the conversation around mental health and empowering young people to feel out loud.

Join us!

Visit our careers page and apply now!

For more information about Kids Help Phone, please visit our website: https://kidshelpphone.ca/

Accredited member, Imagine Canada Standards Program.

Kids Help Phone is an equal opportunity employer, values diversity of people and communities, and is committed to excellence and inclusion in our organization. We welcome applications from visible minority group members, women, Indigenous persons, and persons with disabilities, members of sexual minority groups, and others who respect and reflect the diversity of service users.

Kids Help Phone is committed to providing barrier-free environment and accommodation in accordance with the Accessibility of Ontarians with Disabilities Act (AODA). If contacted for an employment opportunity, please advise Human Resources person if your require accommodation at any stage of the recruitment process.

The Small Print

Accommodation Statement:

Kids Help Phone welcomes and encourages applications from people with disabilities, as such reasonable accommodations are available upon request from a candidate with a disability, thus ensuring you can take part in all aspects of the recruitment and selection process. If, as a qualified job applicant, you make an accommodation request, we will consult with you and provide reasonable accommodation according to your accessibility needs. If you wish to make a request, please provide a cover letter when applying for this position.

The successful candidate to this role may be asked to complete a background screen, which may include criminal, credit, employment, educational checks and/or COVID 19 vaccination checks. All offers of employment are conditional on the receipt of satisfactory results of any applicable check.

Statement on Inclusion Diversity Equity Accessibility (I.D.E.A.):

Kids Help Phone provides services in one of the most diverse countries in the world. The diversity of our communities takes many forms. It includes differences related, amongst others to race, ethnicity, national origin, gender identity, gender expression and presentation, sexual orientation, religion, age, ability, and socioeconomic status. We see diversity as an asset to our organization and communities and strive to be reflective of the communities that we serve. We commit ourselves to promoting better understanding and appreciation of our human diversity; a commitment which is best realized through our individual and collective effort.

We are professionally and personally committed to celebrating the rich diversity, equity and inclusion of people who work in our company, to those who live in our communities, and to those who access our services and resources. We believe that it is critical that our services empower freedom of thought and opinion in an environment of mutual respect. All our activities and interactions are enriched by accepting each other as we are and by celebrating our uniqueness as well as our commonality. We are guided by the principle that celebrating diversity, equity and inclusion enriches and empowers the lives of all people.

Message to Agencies:

Kids Help Phone does not accept unsolicited telephone calls, referrals or resumes from any source other than directly from candidates. Kids Help Phone will not consider unsolicited telephone calls, referrals and/or resumes from vendors including and without limitation, search firms, staffing agencies, fee-based referral services and recruiting agencies. The submission of referrals or resumes by anyone other than a candidate directly to Kids Help Phone is not welcome. Unsolicited referrals and resumes sent to Kids Help Phone will be deemed gratuitous, and Kids Help Phone will not be obligated or bound in any way to pay a referral or any other fee if a person referred to us from a source other than a direct candidate is subsequently hired.

Kids Help Phone jobs

Executive Assistant