Senior Administrative Assistant

Jewish Family and Child Service; Toronto; On-site; CAD 65,000 - 70,000; Full time

Job summary

A community service organization in Toronto seeks a Senior Administrative Assistant to provide high-level administrative support to directors and board committees. Candidates should have at least 5 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. The salary range is $65,000-$70,000, and there are opportunities to participate in an inclusive work environment.

Qualifications

• Minimum 5 years of progressive administrative experience, preferably in non-profit or public sector.
• Experience in managing executive-level schedules and communications.
• Familiarity with government funder reporting is an asset.

Responsibilities

• Provide administrative support to multiple directors, managing calendars and meetings.
• Coordinate Board Committee meetings, including logistics and minute taking.
• Maintain records for senior management and board documentation.

Skills

Organizational skills

Time management

Proficient in Microsoft Office

Excellent interpersonal communication

Education

Post secondary diploma or degree in Office Administration

Tools

Microsoft Office

Videoconferencing tools

Job description

Overview

This role demands exceptional organizational skills, sound judgement, and the ability to anticipate needs and take initiative. The Senior Administrative Assistant must be tech-savvy, adaptable, and able to manage sensitive information with professionalism, discretion, and strong attention to detail.

This position provides coordinated administrative support to directors, board committees and agency-wide initiatives. This includes managing complex scheduling, preparing and maintaining documentation, supporting Risk Management and Health & Safety processes and coordinating special projects. This position is outside of the bargaining unit.

Key Responsibilities

• Provide high-level administrative support to multiple directors, including complex calendar management, meeting preparation, and correspondence.
• 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.
• Support the Risk Management Steering Committee, the Joint Health & Safety Committee and cross-agency groups.
• Lead the administrative requirements associated with accreditation cycles (e.g. CCA, HPCO) and assigned projects including timelines, deliverables and document control.
• Coordinate Serious Occurrence Reporting (SOR) tracking and following up with staff and the Ministry.
• Liaise with building management and vendors regarding maintenance, cleaning and security as needed.
• Coordinate logistics for internal training and staff events.
• Provide back-up support to the Executive Assistant as needed.
• Represent JF&CS in Agency-wide initiatives.
• Exercise discretion, professionalism, and confidentiality in all aspects of the role.
• Perform other duties as assigned.

What You Will Bring

• Post secondary diploma or degree in Office Administration, Business, or related field, or equivalent experience.
• Minimum 5 years of progressive administrative experience, preferably supporting senior leadership in a non-profit, public sector or human services setting.
• Experience in managing executive-level schedules, documentation, and communications.
• Strong organization and time management skills with the ability to manage multiple priorities under pressure.
• Proven ability to use sound judgement, demonstrate initiative, and anticipate the needs of senior leaders.
• Detail oriented, dependable and highly responsive to deadlines.
• Familiarity with government funder reporting (e.g. SORs, Ministry quarterly reports) is an asset.
• High degree of proficiency with Microsoft Office, videoconferencing tools, and digital collaboration platforms.
• Excellent interpersonal and communication skills to engage effectively with staff, board members, and external partners.

Additional Information

Salary Range: $65,000-$70,000

Posting Date: August 18, 2025

Closing Date: September 5, 2025

How to Apply

If you are interested in applying for this position, please submit your résumé and cover letter by visiting the Career Opportunities page at https://www.jfandcs.com/jobs

Equal Opportunity

Jewish Family and Child Service is committed to the principle of equal opportunity in employment and welcomes candidates from diverse backgrounds. Accommodations during all phases of the hire process will be made wherever possible. Please advise us if any accommodations are required.

Closing

We thank all applicants for their interest; however, only those considered for an interview will be contacted.

To learn more about Jewish Family and Child Service, please visit: www.jfandcs.com | www.facebook.com/jfandcs

Experience

• 5 year(s): Progressive administrative experience (supporting senior leadership)

Education

• Bachelor\'s degree or better in Business Administration or related field