Hamilton Administration & Office Support Job Listings

The Pod Group

Executive Assistant

Hamilton, ON, Canada

ORGANIZED ● DETERMINED ● ENTHUSIASTIC ● HANDS-ON ● STRATEGIC A non-profit organization that is a leading provider in the developmental services sector, dedicated to helping individuals achieve their full potential, be included in the community and build great lives. EDI-B VALUES The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their roles in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti-racism, anti-oppression, equity, diversity, inclusivity, and belonging. MISSION The Executive Assistant will provide high-level administrative, organizational and project coordination support to the Executive Director, acting as the main liaison between the Executive Director, Board of Directors, employees and stakeholders. This is a tremendous opportunity for a highly motivated and organized individual searching for an opportunity to make a difference across the lives of children, adults and families. The Pod Group is partnering with this organization to place a resourceful, hands-on, and organized individual to fulfill the role of Executive Assistant. PRIORITIES Executive Director Support Provide high-level support to the Executive Director by managing their calendar and inbox, coordinating meetings, appointments, itineraries and travel, and responding to routine correspondence. Prepare, proofread and compose a wide range of professional communications, reports, documentation and presentation materials. Plan and support organizational, management and project-team events and activities in collaboration with the Executive Director and senior leadership. Gather and prepare organizational data for presentation and submit statistical reports for internal organizational analysis as required. Integrate information and ensure accuracy and timely presentation of materials, including research projects, meeting minutes, new hire letters and documents for management. Process expense reports, including checking for accuracy and approvals. Communicate effectively with managers and departments, and prepare and compose professional correspondence. Maintain confidentiality and uphold professional standards and expectations in all tasks and communications. Board of Directors Support Serve as the primary administrative liaison between the organization, Executive Director and the Board of Directors for scheduling, information sharing, and follow-ups. Schedule, coordinate, and attend board meetings, including room/Teams setup, agenda creation, material distribution, and note-taking, while maintaining official board records and archives. Prepare and compile board materials in advance, including preparing reports/presentations for Board and committee meetings. Help onboard new board members and ensure compliance with organizational bylaws and governance best practices. Quality Ensure internal and external messages are crafted with a high standard of professionalism and aligned with the organization’s mission, vision and values. Set a neat, tidy, and thorough standard in the preparation of meetings, presentation of meeting rooms, and the level of service provided to stakeholders. Promote and demonstrate the Vision and Mission of the organization within the workplace and the broader community. Work in compliance with the Occupational Health and Safety Act and Regulations and the organization's Health and Safety Policy. Report all workplace hazards and support the organization to continuously improve the safety of the workplace. Other duties as assigned. Requirements Completion of post-secondary education in Office Administration or related field. 3 to 5 years of work experience as an Executive Assistant or Senior Administrative Assistant. Experience working in the non-profit sector, particularly supporting clients with disabilities is preferred. Experience supporting a Board of Directors with an understanding of governance is preferred. Able to attend and support the Executive Director at occasional meetings outside regular office hours. Advanced working knowledge in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook, SharePoint, Excel). Demonstrated excellence in effective communication and interpersonal skills, both written and verbal. Fluency in French is a definite asset. Demonstrated ability to work independently and collaboratively with individuals and groups (internal and external to the organization) with understanding, confidentiality, sensitivity and tact. Exceptional organizational, time management and problem-solving skills. Demonstrated ability to create efficient workflow, establish priorities and meet deadlines. Comfortable working in a fast-paced environment, dealing with competing priorities and deadlines. Project management experience is an asset. Highly proficient word processing, transcription, minute-taking and typing speed skills. A valid driver’s licence and access to a reliable vehicle to facilitate travel to various sites. THE POD GROUP The Pod Group (PG) is a creative consulting group that provides customized and innovative solutions to support our client’s growth and ultimate success while promoting the integration of equity, diversity, inclusion and belonging in creating culture and engagement. We balance strategy and people to help community organizations make better use of their resources by focusing on building the competencies to promote people-centric organizations. The Pod Group has great success in serving a number of community sectors, including health, social services, developmental, housing, mental health, and community health care. We promote a unique approach while incorporating marketing and human resources as an integral component of strategy, mission, and vision. This focus aligns strategy with the development of a culture that embraces all stakeholders and a community spirit while ensuring an effective plan that meets the requirements of the organization.

The Pod Group

Office Manager

Mississauga, ON, Canada

COMPASSIONATE ● STRATEGIC ● DETAIL-ORIENTED ● RESOURCEFUL ● CLIENT-CENTRED OVERVIEW A growing, community-based organization that provides residential and outreach support for homeless individuals in Peel Region. They are a leading organization recognized in the community for its commitment to providing youth in need with a safe environment and access to services to help them achieve independence and foster growth. EDI-B VALUES The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their role in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti-racism, anti-oppression, equity, diversity, inclusivity, and belonging. MISSION We are partnering with our client in search of a highly motivated, compassionate, and organized Office Manager. Reporting to the Chief Executive Officer (CEO), the Office Manager is responsible for providing administrative support to the CEO, Board of Directors and Leadership Team while promoting an environment consistent with the organization’s vision, mission, and values. PRIORITIES Leadership Support: Manage and provide administrative support as required by the CEO, ensuring all key duties are accomplished timely and efficiently. Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate. Participate in and coordinate meetings including bookings, scheduling, preparing an agenda and minutes, distributing material and all other arrangements. High level calendar management with emphasis on proactive planning and scheduling meetings. Develop and prepare letters, manuals, reports, presentations, agendas, etc., as required. Provide accurate word-processing support by composing and editing a variety of documents, including confidential correspondence. Update and maintain information and generate reports as required in support of the CEO’s request. Coordinate the agency’s annual general meeting, public meetings, and agency-wide fundraising and awareness events, including sending out invitations, preparing annual reports, contacting appropriate service providers, etc. Manage information in a timely and accurate manner and uphold a strict level of confidentiality. Demonstrate respect for clients and adherence to the agency’s protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation. Provide support to the leadership team in a variety of functions including Human Resources, Payroll, Accounting and Recruitment. Board Support: Participate in and support monthly board meetings, including scheduling, preparing a draft of agendas and minutes, creating presentations, distributing material, and maintaining files and reports as necessary. Prepare and present reports to the Board of Directors and stakeholders as required. Ensure the organization maintains a strong, positive image to relevant stakeholders and the general public. Other Administrative Support: Ensure effective administration of all administrative functions and systems, such as email management, scheduling, databases and forms, file systems, passwords, accounts, phone and fax systems, mail, etc. Monitor, manage and improve the efficiency of support service contracts. Support purchasing of PPE, office orders, and memberships to ensure proper inventory is maintained. Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required. Maintain agency records and documentation and ensure compliance. All other duties as assigned. Requirements A degree or diploma in office administration, business, or related program. 3-5 years experience of administrative/office management experience, preferably within the social services sector. Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations. A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality. Strong computer skills, with knowledge of Microsoft Office Suite and basic system troubleshooting. Experience with or knowledge of ADP is an asset. Proficient in spelling and grammar with strong attention to detail and accuracy. Strong interpersonal skills with an emphasis on communication (oral, written, and visual). Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives. Self-motivated and effective in working both individually and as a team member. Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders. Completion of a successful Vulnerable Sector Check/Criminal Record Check. Valid CPR/First Aid and CPI certificates. Ontario driver’s licence with access to a vehicle and valid insurance.

Executive Assistant (Non-profit)63393003789953122

The Pod Group

Executive Assistant (Non-profit)

Mississauga, ON, Canada

COMPASSIONATE ● ORGANIZED ● COLLABORATIVE ● DETAIL-ORIENTED ● PROACTIVE OVERVIEW A growing, community-based organization that provides residential and outreach support for homeless individuals in Peel Region. They are a leading organization recognized in the community for its commitment to providing youth in need with a safe environment and access to services to help them achieve independence and foster growth. EDI-B VALUES The success of an organization stems from a team that is aligned with its mission and vision, where decisions are made in the best interests of the clients they serve and the marginalized and vulnerable populations across our communities. Through this effort, all team members embrace their role in the organization with respect and dignity for all stakeholders. Through these partnerships, everyone is focused on ensuring a commitment and responsibility toward anti-racism, anti-oppression, equity, diversity, inclusivity, and belonging. MISSION We are partnering with our client in search of a highly motivated, compassionate, and organized Executive Assistant. Reporting to the Chief Executive Officer (CEO), the Executive Assistant is responsible for providing administrative support to the CEO, Board of Directors and Leadership Team while promoting an environment consistent with the organization’s vision, mission, and values. PRIORITIES Leadership Support: Manage and provide administrative support as required by the CEO, ensuring all key duties are accomplished timely and efficiently. Promptly receive and screen incoming telephone calls and mail/emails for the CEO and respond where appropriate. Participate in and coordinate meetings including bookings, scheduling, preparing an agenda and minutes, distributing material and all other arrangements. High level calendar management with emphasis on proactive planning and scheduling meetings. Develop and prepare letters, manuals, reports, presentations, agendas, etc., as required. Coordinate the agency’s annual general meeting, public meetings, and agency-wide fundraising and awareness events, including sending out invitations, preparing annual reports, contacting appropriate service providers, etc. Manage information in a timely and accurate manner and uphold a strict level of confidentiality. Demonstrate respect for clients and adherence to the agency’s protocols, policies, and procedures, Ministry policies, and other relevant provincial/federal legislation. Provide support to the leadership team in a variety of functions including Human Resources, Payroll, Accounting and Recruitment. Board Support: Participate in and support monthly board meetings, including scheduling, preparing a draft of agendas and minutes, creating presentations, distributing material, and maintaining files and reports as necessary. Prepare and present reports to the Board of Directors and stakeholders as required. Other Administrative Support: Ensure effective administration of all administrative functions and systems, such as email management, scheduling, databases and forms, file systems, passwords, accounts, phone and fax systems, mail, etc. Support purchasing of PPE, office orders, and memberships to ensure proper inventory is maintained. Support, research, and prepare information for grant proposals, RFPs, fundraising, and social media as required. All other duties as assigned. Requirements A degree or diploma in office administration, business, or related program. 3-5 years experience of administrative/office management experience, preferably within the social services sector. Experience in supporting a Board of Directors including the monthly preparation of information packages and presentations. A youth service focus with a high level of maturity, sensitivity, and strict adherence to confidentiality. Strong computer skills, with knowledge of Microsoft Office Suite and basic system troubleshooting. Experience with or knowledge of ADP is an asset. Proficient in spelling and grammar with strong attention to detail and accuracy. Strong interpersonal skills with an emphasis on communication (oral, written, and visual). Highly organized with an ability to manage, perform, and prioritize a number of priorities and initiatives. Self-motivated and effective in working both individually and as a team member. Ability to establish and maintain effective working relationships internally and externally with staff, volunteers, and stakeholders. Completion of a successful Vulnerable Sector Check/Criminal Record Check. Valid CPR/First Aid and CPI certificates. Ontario driver’s licence with access to a vehicle and valid insurance.

MealSuite

Office Administrator

Cambridge, ON, Canada

MealSuite, an Inc. 5000 Fastest-Growing Company, is a privately owned SaaS organization comprising 190+ team members across the globe, with hub locations in Cambridge, ON, Canada, Dallas, TX, USA, and Ho Chi Minh City, Vietnam. Our suite of end-to-end foodservice technology solutions helps professionals across healthcare and aging services streamline their operations, save time, reduce food waste, and meet regulatory requirements, so they can focus on what matters most: improving the quality of patient and resident care. We’re looking for our next exemplary Office Administrator to join our People & Culture team. Reporting to the VP, People & Culture, you’ll be helping manage the day-to-day operations of the office and coordinating events to ensure that our facilities remain in tip-top shape. This role will require you to work in our office located in Cambridge 5 days a week. A day in the life as an Office Administrator: Be the face of the office – Greet & assist visitors, vendors, and employees, manage incoming and outgoing mail, maintain office supplies and order more when necessary, and support general administrative tasks for various departments Own facility management – Oversee daily office operations to maintain cleanliness, assist with parking passes, liaise with IT and office maintenance for services and control systems, and organize workspace seating and desk assignments. Support in-office events and travel booking – Assist the People & Culture coordinator with monthly employee engagement events, the annual company-wide summit, and assist the executive leadership team members with in-office internal team meetings and travel booking coordination. Handle office shipments – Coordinate and manage all shipping and receiving activities for the Cambridge office, collaborate with internal departments and team members to ensure accurate and timely shipments, and schedule and liaise with couriers and delivery services. Ensure a safe workplace – Schedule meetings, take meeting minutes, and complete monthly inspections of the office to ensure health and safety compliance standards. Manage our Employee Recognition and Celebration Program – Order and maintain the inventory of company swag, distribute milestone gifts to employees, coordinate life moment recognition initiatives, and remind leaders of employee work anniversaries. In the first 6 months, you'll be digging into the following project-based work: Summit coordination – Take the reigns and help coordinate the yearly companywide summit (takes place in September 2025) Process documentation – Outline and document administrative processes and procedures relating to the Office Administrator role Branded merchandise review – Review company swag (particularly for new employee welcome/first day) and help develop ideas for new goodies If the below describe your knowledge, experience and character, this role could be for you: I have experience in event planning and office coordination, facilities management, and general administration. I gained my knowledge through 1-2 years of direct experience in office management or administrative work. I have or am in the process of obtaining my CPR-C certification, Joint Health & Safety certification, and an ergonomics training certification I am proficient with the Microsoft Office/365 suite, including Outlook, Excel, and PowerPoint I am a reliable and proactive professional who is very organized, detail-oriented, and can multitask with ease. I’m exceptional at making people comfortable with my excellent communication skills and approachability. I have a proven ability to remain calm under pressure, manage my time well, and can very adaptable and flexible no matter what situation I find myself in. I’m willing to occasionally travel and have a valid passport and no travel restrictions that limit my ability to cross the border between Canada and the USA (and Vietnam if required for role). I thrive in an agile environment that is constantly changing and encourages team members to collectively collaborate and communicate I love to be directly involved in projects and initiatives that offer continued learning and endless opportunity to express my ideas and build my leadership skills We know imposter syndrome can be REAL when applying for a new role, but please don't let the confidence gap prevent you from taking a leap and applying for your dream job. Your future self will thank you! More to love about working at MealSuite: We are passionate people that care about others. The heart of what we do comes down to our mission to Deliver smiles and satisfaction to the continuum of care through an all-in-one foodservice management technology. Learn more about what we do here. We’ve built a progressive culture that values teamwork and innovation. We listen to all voices and entrust team members with tasks that make a significant impact on the communities we serve. We’re growing sustainably. A career with MealSuite offers the innovation and agility of a startup matched with the stability of an established company in a growing industry. We take care of our employees too! Here are just a few of the great things we offer: Unlimited paid time off – yeah, you read that right! We trust our employees to build their own version of balance so they can feel rejuvenated to bring their best every day. Healthcare benefits – extended health, vision, dental, and paramedical coverage, critical illness, life and disability insurance, travel medical insurance, and access to Teladoc medical experts. Hybrid flexibility – we value the collaboration, mentorship and learning that come from physically working next to one another, as well as the benefits that remote work can offer. Work-life balance – this is supported by the fact that more than 90% of current employees agree that their leader supports their wellbeing. An inclusive workplace – women account for 53% of our employees and 58% of people leaders. Participation in our equity program – we’d love for you to share in MealSuite's success as we continue to grow! Opportunities for career development and advancement – we support our employees in pursuing and achieving their professional goals. Purposeful work with a positive community impact – more than 90% of our North American employees agree that the company’s purpose aligns with their personal values. Learn more about our values at MealSuite.com/Careers. Have we got your attention? Great! Here’s what’s next: Apply today with your resume and answers to our application questions. We’ll start reviewing candidates within two weeks of this position being posted and will reach out to you if we’d like to get to know you a bit better. We often get hundreds of applications for our roles (we feel very honoured that so many people are interested!) and try our best to get back to each person. If there’s a delay in our response, please don’t think we’ve forgotten about you. We may be taking our time to thoroughly review each candidate before deciding who to interview. We want to ensure that every qualified individual has an equal opportunity to work with us. If you require accommodation to our application process, please contact hr@mealsuite.com.