Office Administrative Assistant

StepStones For Youth•Toronto, ON

2d•Onsite

About The Position

StepStones for Youth is seeking an Office Administrative Assistant for an 8-week contract funded through the Canada Summer Jobs program, with the potential for extension or transition into a permanent role based on performance and organizational needs. The successful candidate, reporting to the Executive Director, plays a pivotal role in supporting the Leadership Team and ensuring the efficient operation of our charity's activities. This multifaceted position encompasses administrative support, event coordination, donor relations, and program assistance, among other responsibilities. The ideal candidate will be a proactive and detail-oriented individual who thrives in a fast-paced environment. They should possess strong organizational and communication skills, with the ability to adapt to changing priorities and take initiative. The Office Administrative Assistant will work closely with the Leadership Team, staff, donors, and volunteers to help advance our mission of empowering young people from the child welfare system and making a positive difference in their lives.

Requirements

Previous experience in an administrative role or similar capacity.
Strong organizational skills with keen attention to detail.
Ability to thrive in a fast-paced environment and adapt to changing priorities.
Excellent interpersonal relations skills and demonstrated ability to work with others effectively at all levels of the organization.
Proactive mindset with the ability to take initiative and work independently.
Proficiency in Microsoft Office Suite, CRMs, and Apple devices.
Be between 15-30 years of age, at the start of the funded position (May 25, 2026).
Be a Canadian Citizen, permanent resident, or someone to whom Refugee Status has been granted/conferred.
Have a valid SIN.
International students, and those who are here in Canada on a work, youth, or visitor visa/permit are not eligible for the program.

Responsibilities

Provide direct support to the CEO and Executive Director, including managing their calendar, scheduling meetings, preparing materials, and a wide variety of other tasks as instructed.
Assist with day-to-day administrative tasks, including scheduling meetings, managing calendars, and handling correspondence.
Oversee office supplies inventory and procurement.
Coordinate maintenance and repairs for office equipment and facilities.
Assist in the planning and organizing of projects and events, ensuring all details are meticulously managed from start to finish.
Support special projects and initiatives as assigned, providing valuable assistance and contributing to their success.
Coordinate logistics, invitations, and follow-up for events.
Assist with donor outreach and communication.
Assist in organizing fundraising events and campaigns.
Coordinate board meetings, prepare agendas, and take minutes.
Assist with board communications and ensure timely distribution of materials.
Assist with processing invoices, expense reports, and reimbursements.
Coordinate with the finance department on financial matters.
Assist in organizing and coordinating program activities and initiatives.
Support program managers with administrative tasks related to program implementation.
Conduct research on relevant topics, trends, or best practices.
Assist in preparing reports for internal and external stakeholders.
Assist in ensuring compliance with relevant laws, regulations, and organizational policies.
Maintain organizational records and documentation.
Efficiently manage various tasks ranging from coordinating travel arrangements to planning and execution of special projects.
Proactively identify areas for improvement and take the initiative to implement solutions.
Adapt quickly to changes and manage priorities effectively.
Act as a liaison between the leadership team, staff, and external stakeholders, ensuring clear and timely communication.