AIP Connect

Senior Administrative Assistant

AIP Connect

full-time

Posted on:

Location Type: Hybrid

Location: Greater Toronto Area • Canada

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Salary

💰 CA$65,000 - CA$70,000 per year

Job Level

Senior

About the role

  • 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.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportschedulingminute-takingdocument formattingcase management softwarevendor coordinationproject coordinationCrisis Response Planaccreditation cyclesrecord maintenance
Soft Skills
written communicationverbal communicationorganizational skillstime managementattention to detaildiscretionsound judgmentinterpersonal skillscollaborative approachsolution-oriented