1207 TFT Senior Administrative Assistant - 12-Month Contract

YORK REGION CHILDREN'S AID SOCIETY•Newmarket, ON

7d•Hybrid

About The Position

The Senior Administrative Assistant provides advanced, highly diversified, confidential, and discretionary administrative support to Senior Management Team, including leadership to the Director and Manager of People and Culture, Legal Services and Communications. This role provides senior-level administrative support to the Director of People & Culture (HR), Director of Legal Services, and the Communications team, requiring a high degree of skill, coordination, discretion, and adaptability. Responsibilities are aligned to core skill areas that support multiple functions.

Requirements

Three (3) year college diploma in Office Administration, Business Administration, or a related field
Minimum of three (3) years of senior administrative experience supporting leadership in complex environments (preferably unionized and/or within HR, Legal, or Communications)
Strong interpersonal and communication skills, with the ability to interact effectively with senior leadership, staff, and external stakeholders
High level of professionalism, discretion, and sound judgment when handling confidential and sensitive information
Exceptional organizational and time-management skills, with the ability to manage competing priorities in a fast-paced environment
Proactive, self-directed approach with strong initiative and follow-through
Advanced attention to detail and accuracy in all aspects of work
Ability to work independently and collaboratively within cross-functional teams
Advanced technical proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Adobe, Zoom, OnBoard, CPIN, and database systems
Strong problem-solving skills and ability to adapt to changing priorities
Valid Ontario Driver’s License and access to a reliable vehicle

Nice To Haves

Experience with HRIS systems (e.g., ADP) and learning management systems considered an asset
Bilingualism in French is an asset
Equivalent combinations of education and experience will be considered

Responsibilities

Manage complex calendars, meetings, and logistics across multiple senior leaders, including scheduling, travel, and event coordination
Prepare high-quality agendas, minutes, reports, presentations, and correspondence with strong attention to detail
Anticipate leadership needs by proactively organizing materials, tracking action items, and ensuring timely follow-up
Provide seamless administrative support across departments, including back-up support to executive offices and committees
Handle highly sensitive HR, legal, and organizational information with discretion and sound judgment
Maintain accurate, organized, and secure records, files, and tracking systems (e.g., employee records, legal files, communications materials)
Support documentation processes requiring precision and compliance (e.g., legal documentation, HR records, reporting requirements)
Ensure consistent documentation of decisions, actions, and key information across functions
Coordinate meetings, training sessions, events, and cross-functional initiatives, including logistics, materials, attendance tracking, and follow-up
Support organizational initiatives such as learning and development, legal education, employee engagement, and communications campaigns
Track workflows, deadlines, and deliverables (e.g., legal matters, HR processes, communications projects) to ensure timely completion
Liaise with internal teams, external partners, vendors, and stakeholders to facilitate effective collaboration
Support internal and external communications, including drafting, editing, and distributing newsletters, announcements, and reports
Coordinate communication materials and ensure consistency in messaging, formatting, and branding
Manage and triage communications on behalf of leadership, including email and inquiries, ensuring appropriate prioritization and response
Build and maintain effective working relationships with diverse stakeholders, including senior leadership and external partners
Maintain and utilize databases, tracking tools, and systems (e.g., LMS, legal tracking systems, communication logs) to support operations and reporting
Prepare regular reports, summaries, and statistics to support decision-making
Process financial and administrative transactions (e.g., purchase orders, invoices, reconciliations) in compliance with policies
Identify and implement process improvements to enhance efficiency, coordination, and service delivery across departments