Hybrid Senior Administrative Assistant

at AIP Connect

• Job title: Senior Administrative Assistant
• Job type: Full Time
• Experience level: Senior
• Salary: CA$65,000 - CA$70,000 per year
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Greater Toronto Area, Canada

About the role

• Senior Administrative Assistant for a not-for-profit Family Services Clinic. Providing high-level administrative support to the Child Welfare team and executive management.

Responsibilities

• 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.
• 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).
• 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.
• 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 internal training logistics and staff events.
• Cover for administrative colleagues during absences.

Requirements

• 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.