Senior Adminstrative Assistant

Our Client a not for profit Family Services Clinic is backfilling a Senior Administrative Assistant to join their Child Welfare team.

The Senior Administrative Assistant provides high-level administrative, coordination, and organizational support to directors, board committees, and cross-agency functions. This includes managing complex scheduling, preparing and maintaining documentation, supporting Risk Management and Health & Safety processes, and coordinating special projects. The position also serves as back-up to the Executive Assistant and liaises regularly with internal and external stakeholders.

This role demands strong organizational and time management skills, sound judgment, and the ability to take initiative. The Senior Administrative Assistant must be proactive, comfortable using technology (such as Microsoft Office, videoconferencing tools, and digital collaboration platforms), and able to manage responsibilities with professionalism, discretion, and attention to detail.

Leadership, Board, and Committee Support::
• Provide administrative support to directors, including scheduling, agenda preparation, minute-taking, and responding to internal/external inquiries.
• Coordinate and support Board Committee meetings , including logistics, minute-taking, and distribution of materials.
• Maintain centralized records for senior management, board documentation, and strategic submissions.
• Provide back-up support to the Executive Assistant during absences or peak periods.
• Support managers reporting to directors as needed.

Meeting & Documentation Coordination::
• Manage calendars and coordinate meetings for directors, Risk Management, and cross-agency groups.
• Prepare and distribute agendas and minutes for management, Risk, and Community of Practice meetings.
• Format and finalize documents, letters, and communications for leadership review and signature.
• Maintain and update key agency documents such as manuals (e.g., Family Service Manuals, Child Welfare Manual, Financial Manual, Crisis Plans, Business Continuity Plans).

Risk Management, SORs, and Health & Safety::
• Provide administrative support to the Risk Management Steering Committee and the Joint Health & Safety Committee.
• Lead the administrative needs associated with accreditation cycles (e.g., CCA, HPCO)Maintain the Risk Management intranet space, including document updates, version control, and digital cleanup.
• Support and document the agency’s Crisis Response Plan updates and distribution.
• Coordinate Serious Occurrence Reporting (SOR) processes, which includes tracking and following up with the Ministry and staff as needed.
• Support the submission of annual summary to MCCSS and internal committees.

Project & Facilities Coordination::
• Provide administrative coordination on assigned projects, including timelines, deliverables, and document control.
• Liaise with building/property management and vendors regarding maintenance, cleaning, and security as needed.
• Track and process vendor invoices and assist with service agreements.
• Support office access and security (e.g., key/fob management).Collaborate with HR and leadership to support facilities-related processes and procedures.

General Administrative Support::
• Provide support for internal training logistics and staff events.
• Assist with insurance renewals, including preparing and distributing insurance certificates for staff and partners.
• Cover for administrative colleagues during absences.
• Support administrative tasks associated with adherence to PHIPA and Part X of CYFSA privacy legislation.
• Participate in evaluation and quality improvement initiatives as required.
• Represent the agency professionally and reflect its mission, vision, and values.

Qualifications:
• Post-secondary diploma or degree in Office Administration, Business, or a related field or equivalent combination of education and experience.
• Minimum 5 years of administrative experience, preferably in a nonprofit, public sector, or human services setting.
• Proficient in Microsoft Office (Outlook, Excel, Word), SharePoint, and digital collaboration tools.
• Experience in case management software (CPIN, Matrix, etc.)Excellent written and verbal communication skills.
• Strong organizational and time management skills with ability to manage competing priorities.
• Experience managing calendars, scheduling meetings, preparing agendas and minutes, and formatting formal documents.
• Comfortable learning and navigating new technology platforms.
• Detail-oriented, dependable, and highly responsive to deadlines.
• Maintains discretion with confidential information and exercises sound judgment.
• Experience in facilities, property, or vendor coordination is an asset.
• Familiarity with government or funder reporting (e.g., SORs, Ministry quarterly reports) is an asset.
• Strong interpersonal skills with a collaborative, solution-oriented approach.

AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility: If you need any accommodations during the interview process, please let us know.

Posted Salary: Actual compensation within this range will be determined based on job-related skills, relevant experience, education, and training. This range reflects base salary only and does not include eligibility for bonus program or other benefits.

For the most accurate and up-to-date details on this role, please refer directly to AIP Connect’s careers page, as third-party sites may not reflect current information.