Administrative Agent (E&C)

YMCA of Greater Toronto; Pickering; On-site; CAD 48,000 - 60,000; Full time

Job summary

The YMCA of Greater Toronto is seeking an Administrative Agent for the Employment & Community Services team in Pickering, ON. This full-time salaried role supports reception, clerical and data-entry duties across sites.

You will manage ministry and YMCA databases, handle inquiries, provide information and referrals, and assist with reports and month-end tasks while upholding safeguarding and inclusion commitments.

Qualifications

• Completion of a Community College Diploma preferred with a minimum of two years related experience.
• Advanced computer skills with Word, Excel, Power Point and Outlook.
• Organized, detail-oriented and familiar with professional office systems and procedures.
• Excellent communication and customer service skills.
• Oral and written English, French is an asset.
• Able to work evenings and weekends as schedules require.
• Access to a motor vehicle is an asset for inter-site travel.

Responsibilities

• Engage in extensive data entry into Ministry and YMCA databases with accuracy.
• Handle inbound telephone inquiries and walk-in traffic.
• Provide information and referrals to meet customer needs about YMCA programs.
• Conduct outbound calls to liaise with employers and participants and track outcomes.
• Maintain complete files and data management; prepare regular statistical reports.
• Assist with mailing, filing, month-end journals and typing correspondence.
• Process bank deposits and petty cash reconciliation.
• Represent YMCA philosophy to community and families.

Skills

Customer service

Communication

Organizational skills

Teamwork

Bilingual asset (English/French)

Education

Community College Diploma

Tools

Microsoft Office

Job description

Pickering YMCA Employment & Community Services Pickering, ON L1V, CAN

Location: Pickering Employment & Community

Work Hours: 37.5 hours per week

Employment Type: Full Time Salaried Contract -Up to March 31, 2027 (Existing Vacancy)

Number of Vacancies: 1

Anticipated Start Date: November 13, 2026

Deadline to Apply: October 28, 2026 by 5:00 pm

Be the Spark! Join our dynamic Employment & Community Team, where every day is different, and you will always be engaged with meaningful work!

The Administrative Agent provides a combination of reception, clerical and delivery support to our Employment & Community programs.

In this role, you will:

• Engage in extensive data entry into Ministry database and YMCA database. Checking for accuracy and data integrity.
• Manage inbound telephone inquiries and walk-in traffic.
• Provide information and referral services to meet customer needs, handle inquiries regarding the YMCA and local community programs and services.
• Provide outbound telephone services such as liaising with employers and participants, gathering information and tracking outcomes; maximizing the service opportunities of every call.
• Maintain complete files and data management system.
• Maintain accurate activity records and participant information and compiles regular statistical reports for the Program, Association and Funders.
• Assist with administrative procedures such as mailing, filing, month end JV’s and typing correspondence as required.
• Bank deposits and petty cash reconciliation.
• Represent and communicate the YMCA of Greater Toronto's philosophy to the community and families.
• Other related duties as required

You bring:

• Completion of a Community College Diploma preferred coupled with a minimum of two years related experience
• Must have advanced computer skills with Microsoft Office; Word, Excel, Power Point; Outlook
• Organized and detail-oriented/Familiar with professional office systems and procedures
• Motivated, positive individual who enjoys the challenge of a fast paced environment
• Excellent communication and customer service skills
• Oral and written communication skills in both English and French is an asset
• Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers; excellent written communication skills
• Flexibility regarding assigned schedules, including evenings and weekends
• Access to a motor vehicle an asset, as there is some travel between sites
• Ability to work in an efficient manner independently and as part of a team
• Commitment to diversity, equity, inclusion and building a sense of belonging
• A commitment to uphold strong, safeguarding practices that protect the safety, well-being, inclusion of children and youth
• YMCA Competencies: Accountable, Relationship-Builder, Improvement-Orientated, Team Player & Leader, Equity and Wellbeing Promoter

Why work for the YMCA?

The YMCA of Greater Toronto is a charity that ignites the potential in people, helping them grow, lead, and give back to their communities. We are committed to helping our employees reach their full potential and are recognized as a great place to work. We offer meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. See what you can expect from the YMCA here .

Joining the Y means contributing to over 170 years of providing opportunities for people to shine through programs and services, such as health and fitness, licensed child care, camps, employment and immigrant services, education and training, and services for youth, families, and seniors. Learn more in our2025-2030 strategic plan, Greater Together, which outlines how we are focused on building communities where people feel healthier and more connected to their neighbours.

The YMCA of Greater Toronto is committed to Diversity, Equity, Inclusion and Belonging. We strive to remove barriers to employment and recognize that diverse staff who reflect the communities we work in enrich the experiences of our participants and our team. As an equal opportunity employer, we invite applications from all qualified candidates including racialized people/people of colour, Indigenous Peoples, disabled people/people with disabilities and members of 2SLGBTQIA+ communities.

If we can make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity so we can work with you to accommodate your needs.

In keeping with our commitment to safety and child protection, job offers are contingent on the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required. Learn more about these checks here .

The YMCA only considers applicants who are legally entitled to work in Canada. We thank all applicants for their interest, however, due to the volume of applications we receive, we can only contact candidates who are selected for an interview.