Career Opportunities > Current Openings

Executive Assistant

Job Title: Executive Assistant
Posting # 005/2026

Site and Program: Main office, Upper Paradise site
Job Classification(s): Non-Union, Administration
Existing Vacancy: Backfilling 1 position
Days and Hours of Work: 35 hours per week from 8:30-4:30 Monday to Friday, Occasional after-hours for Board meetings and events
Terms of Employment: Full-time, Permanent

Start Date: January 2026
Rate of Pay: $28.51
Reports to: Executive Director

Lynwood Charlton Centre is Hamilton’s Lead Agency for child and youth mental health, providing transformative care through community, residential, and treatment services. We empower young people (prenatal to age 25) and their families with equitable, accessible programs—from counselling and crisis support to skill-building and advocacy. Guided by compassion and evidence, we collaborate with 7 core partners to strengthen mental health across our diverse community. 

Through our Lead Agency role, we are responsible for leading and facilitating system reform in Hamilton. To do this, we work collaboratively with other child and youth mental health service providers, other affiliated community partners including our child welfare, health, and school board partners, and parents and youth engaged in our services.

To learn more about who we are and what we do, we invite you to visit the Our Approach section of the website.

We are currently looking for a Executive Assistant to work from our Head Office in Hamilton. Though our preferred candidate is fluent in English and French, mastery of the French language is not required.

ROLE OVERVIEW

Provides high-level administrative support to the Executive Director by managing schedules, coordinating meetings, and handling confidential communications. Duties include preparing reports and assisting in decision-making by organizing information and prioritizing tasks. The Executive Assistant serves as a liaison between leadership and the Executive Director as well as the Board of Directors. Strong organizational, communication, and problem-solving skills are essential for success in this role, as they play a critical role in enabling the Executive Director to focus on strategic initiatives.

Driving Requirements: Occasionally to deliver/pick up items.

JOB DUTIES AND RESPONSIBILITIES

  • Complete a broad variety of administrative tasks that facilitate the Executive Director’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and other duties as needed

  • Provide sophisticated calendar management by prioritizing inquiries and requests, troubleshooting conflicts with little guidance, and making judgments and recommendations to ensure smooth day-to-day engagements

  • Maintain confidentiality of all sensitive information including corporate documents

  • Support Executive Director with internal and external communications

  • Conduct research and analysis on issues of interest to the Executive Director

  • Support and manage a high-volume of requests and projects to meet the objectives of the Executive Director

  • Prepare and edit correspondence, presentations, reports, and memos

  • Maintain quality filing and communications systems including contact management, document management, and archiving

  • Provide administrative support to senior meetings that fall under the Executive Director within the organization including some key Lead Organization meetings. Liaises closely with the Senior Leadership Team to receive, coordinate, and distribute materials as appropriate

  • Support Senior Leadership team with administrative tasks and projects

  • Support preparation and logistics for meetings such as setup, catering and provision of materials.

  • Serve as a liaison to the Board of Directors

  • Coordinate logistics of all board and sub-committee meetings with volunteer members to ensure confirmation of meeting participation production and distribution of meeting materials

  • Take and transcribe minutes for regular and in-camera board meetings and/or sub-committee working groups, and provide Board President with minutes for approval

  • Assist the Board President in preparation for CCA accreditation by reviewing Board governance documents against current CCA standards and identifying areas to be addressed, coordinate accreditation meetings and interviews with Board members

  • Maintain the Board of Directors Orientation Manual, By-Laws, and Policies.

  • Assist with the formulation of policy and procedure documentation requiring revision or development and ensure distribution of updated materials as appropriate.

  • With the Executive Director manage and coordinate the Annual General Meeting for LCC.

  • Attend and participate in team meetings

  • Collaborate effectively with the other members of the agency’s administrative team

  • Contribute in a positive and constructive way to process improvement initiatives

SKILLS REQUIRED

  • Strong ability to execute work with a diversity, equity, and inclusion lens.

  • Expert level PC skills (MS Office: Excel, Word, PowerPoint, Outlook and Teams)

  • Exceptionally strong communication skills, both written and verbal

  • Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines

  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.

  • Make appropriate, informed decisions regarding priorities and available time.

  • Ability to complete a high volume of tasks and projects with little or no guidance.

  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

  • Able to maintain a high level of integrity and discretion in handling confidential information.

  • Excellent judgment is essential.

  • Nonprofit board experience is highly preferred.

  • Experience with virtual work platforms

  • Proven successful experience in an executive or senior administrative support role including taking and transcribing minutes

EDUCATION AND TRAINING QUALIFICATIONS

  • Post-secondary diploma or degree in Office, Business Administration or other relevant discipline or equivalent knowledge acquired through combination of relevant training and experience.

OTHER REQUIREMENTS

  • Reference check

  • Broad Records Check done within the last six months.

HOW TO APPLY

Using the form below, please submit a cover letter and resume outlining your demonstrated education, certification (if applicable), working and related volunteer experience and how you meet specific requirements for this position, and any additional considerations you deem appropriate.

Lynwood Charlton Centre is an equal opportunity employer. We benefit from diversity of lived experiences in the workplace and encourage applications from qualified candidates who reflect Hamilton’s diversity—including racialized, 2SLGBTQ+, Indigenous, and disabled communities.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Lynwood Charlton Centre’s own policies, requests for accommodation will be considered throughout the hiring process.

We thank all applicants however, only those selected for interviews will be contacted.

Apply Now

All interested applicants, please use this form to provide your letter of interest including the job title, and an updated resume.

CLOSING DATE: Open until filled.

If you have additional questions, please contact:

Sandy Gdyczynski, B.A., CHRL, Director, Human Resources

careers@lynwoodcharlton.ca
(905) 389-1361

526 Upper Paradise Road
Hamilton, ON L9C 5E3