Join a Mission That Changes Lives
Wayside House of Hamilton has been helping men overcome substance use disorders and rebuild their lives for nearly 60 years. We are seeking an experienced, highly organized, and detail-oriented Executive Assistant – Accreditation Lead to support executive leadership, governance, accreditation, financial administration, and organizational accountability.
This is not an entry-level administrative position.
We are seeking a professional who thrives in a fast-paced environment, can manage multiple priorities simultaneously, and possesses exceptional organizational, communication, and documentation skills.
What Success Looks Like
Within your first year, you will:
✓ Coordinate and support all Board of Directors and Committee meetings.
✓ Maintain accreditation documentation and evidence systems in preparation for surveys and reviews.
✓ Support compliance with governance, ONCA, and organizational reporting requirements.
✓ Manage accounts payable processes with a high level of accuracy.
✓ Maintain HR records, onboarding documentation, and payroll support systems.
✓ Produce accurate reports for leadership, auditors, funders, and external stakeholders.
✓ Assist in maintaining organizational data systems including EMHware, Greenspace, and QuickBooks.
Key Responsibilities
Executive & Leadership Support
- Manage CEO calendar and meeting coordination.
- Prepare reports, presentations, correspondence, and organizational documentation.
- Track action items and follow-up requirements.
- Support executive projects and organizational initiatives.
Accreditation & Quality Improvement
- Lead accreditation preparation activities.
- Maintain evidence repositories and compliance documentation.
- Coordinate policy reviews and quality improvement activities.
- Support organizational readiness for accreditation surveys.
Governance & Board Administration
- Prepare Board and Committee agendas and packages.
- Record and distribute Board minutes.
- Maintain governance records and documentation.
- Support compliance with ONCA requirements and governance best practices.
Financial Administration
- Process accounts payable transactions through QuickBooks.
- Code invoices accurately using established accounting procedures.
- Coordinate cheque preparation and expense claim processing.
- Support payroll data collection and reporting.
- Assist with audit preparation and financial documentation.
- Assist leadership with preparing monthly financial reports and related operational documentation to support informed decision making.
- Prepare Ministry of Health-related financial documentation.
Human Resources Administration
- Maintain employee files and confidential records.
- Coordinate onboarding documentation.
- Support benefits administration and HR reporting.
- Maintain compliance with employment and organizational requirements.
Data & Reporting
- Generate reports for leadership, funders, auditors, and accreditation bodies.
- Maintain data integrity across organizational systems.
- Support outcome measurement and organizational reporting activities.
Required Qualifications
Applicants must demonstrate:
Education
- Diploma or Degree in Business Administration, Office Administration, Human Resources, Accounting, Healthcare Administration, or a related field.
Experience
Minimum 5 years of progressively responsible experience in:
- Executive administration
- Board governance support
- Financial administration
- Human resources administration
- Accreditation, compliance, or quality improvement environments
Experience within healthcare, social services, addictions, mental health, supportive housing, or non-profit organizations is strongly preferred.
Technical Skills
Applicants must be proficient in:
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- QuickBooks
- Document management systems
- Meeting and calendar management systems
Experience with the following is considered a strong asset:
- EMHware
- Greenspace Health
- Accreditation processes (CCA, Accreditation Canada, CARF, etc.)
- Ontario Not-for-Profit Corporations Act (ONCA)
Competencies We Are Looking For
We are seeking someone who can demonstrate:
- Exceptional attention to detail
- Strong written communication skills
- Ability to manage confidential information
- Strong organizational and time-management skills
- Ability to work independently
- Ability to manage competing priorities and deadlines
- Professional judgment and discretion
- Strong interpersonal and relationship-building skills
Application Requirements
Only applicants who submit the following will be considered:
- Cover Letter
- Resume
- References will be required
Applications without a cover letter will not be reviewed.
Job Type: Full-time
Pay: $60,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Discounted or free food
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- RRSP match
- Vision care
Experience:
- relative: 3 years (preferred)
Work Location: In person
