#1226 Senior Administrative Assistant - 12 Month Contract

YORK REGION CHILDREN'S AID SOCIETY•Newmarket, ON

6d•CA$67,158 - CA$84,906•Hybrid

About The Position

The York Region Children’s Aid Society (YRCAS) is a non-profit community organization legally mandated to protect children and youth from abuse and neglect. As a leader within the child welfare sector, we partner with parents, caregivers, and community to provide a safe environment for children and youth, through equitable, culturally aligned services. Comprised of interdisciplinary teams of diverse professionals who push boundaries in support of family centered care, we engage with children and families for a stronger, healthier community within the York Region. YRCAS is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace and community where children, youth and families thrive.

Requirements

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
Three (3) year college diploma in Office Administration, Business Administration, Human Resources Management or a related field required
Proven track record of strong initiative with a demonstrated ability to manage shifting priorities and drive projects forward independently
Advanced proficiency across the Microsoft Office Suite, including Excel, Word and PowerPoint
Excellent written and verbal communication skills with an ability to act professionally with the executive and leadership team and external stakeholders
Ability to work independently, exercise sound judgment and maintain confidentiality
Professional demeanor with strong interpersonal and customer service skills
Equivalent combinations of education and experience will be considered

Nice To Haves

Experience with HRIS systems (e.g., ADP) and learning management systems is considered an asset
Three (3) years of senior administrative experience supporting leadership in complex environments (preferably unionized and/or within HR, Legal, or Communications) is an asset
Bilingualism in French is an asset

Responsibilities

Manage complex calendars, meetings, and logistics across multiple senior leaders, including scheduling, travel, and event coordination; proactively identifying and resolving schedule conflicts, meeting changes and operational bottleneck points before they impact operations
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
Other duties as assigned from time to time