Senior Administrative Assistant

Full time; 35 hours per week

Salary: $60,000 to $65,000 based on experience

 

About The Agency

Jewish Family and Child Service (JF&CS) is a multi-service, client-centered, family service agency and a Children’s Aid Society. We are committed to supporting the healthy development of individuals, children, families, and communities through prevention, protection, counselling, education, and advocacy services, within the context of Jewish values. We foster a diverse, inclusive, and welcoming environment and encourage applicants from all backgrounds and identities to apply.

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About The Role

​We are seeking a highly skilled, professional, and proactive Senior Administrative Assistant to support multiple directors and contribute to cross-agency priorities. This is a high impact role for an experienced administrative professional who thrives in a fast-paced complex environment.

 

You will coordinate director and board-level administrative support, managing complex scheduling, maintaining documentation, and agency wide initiatives including Risk Management, Health & Safety, and special projects. This role requires strong organizational skills, sound judgement, initiative, and the ability to manage sensitive information with discretion. You will regularly interact with senior leaders, board members, and external stakeholders.

 

This is a non-union position.

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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, agenda preparation, minute taking, and timely 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 representatives as required.

• 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.

 

Qualifications:

• 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.

• Exceptional attention to detail, with a high level of accuracy and follow-through.

• 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.

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If you are interested in applying for this position, please click "Apply Now" above to submit your resume and cover letter. 
 
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. 
 
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

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