Position Summary

YCI is seeking a highly organized and detail-oriented Program & Administration Assistant to provide support across the organization. Reporting to YCI’s CEO and Senior Program Manager, the ideal candidate will have strong communication, organization and digital literacy skills, and the ability to manage multiple priorities in a fast-paced environment.

Key responsibilities include maintaining organizational systems and tools, supporting HR and recruitment processes and events, providing executive assistance to senior leadership, coordinating Board governance tasks and other organization-wide and project-specific administration support. This role plays a critical part in ensuring smooth operational flow across our global offices.

Key Responsibilities

Program Administration:

Provide administrative support across YCI programs, collaborating with the management team to achieve quality outcomes, including administrative support to work planning, activity delivery, travel bookings and documentation using digital tools
Support with the planning and delivery of virtual and in-person events
Assist in compiling reports, presentations and donor documentation for both internal and external audiences
Support business development research, proposals and related processes
Systems and Information Management:
Support the maintenance and optimization of organizational tools and systems (such as Airtable, SharePoint, Zoom, Canva, Slack and Mighty Networks)
Streamline and maintain digital storage systems across global offices for program documentation, policies and tools
Ensure consistency and version control across key organizational templates and tools
Human Resources and Recruitment Support:
Assist with developing TORs, promoting roles, screening candidates, scheduling interviews and onboarding new staff and consultants across global offices
Maintain and update HR records, contracts and compliance checklists for YCI’s global team
Support internal communications and tracking of HR policies and benefits
Executive and Operational Support:
Provide administrative support to the CEO and management team, including scheduling, note-taking and action-tracking
Assist in preparation of briefing notes, executive correspondence and meeting materials
Track deadlines, draft communications and support special initiatives as assigned
Board and Governance Support:
Coordinate Board meetings, including calendar invites, document preparation and other related tasks
Maintain Board and committee records in compliance with governance standards
General Administrative Support:
Support other administrative processes including insurance, memberships/subscriptions and administrative contracts
Support with maintaining a safe and functional office space, including logistics for supplies and services
Skills & Experience

Required:

Minimum 3-5 years of relevant experience in administrative, program or operations support roles
Proficiency in Microsoft Suite, Airtable, Zoom, Canva and similar platforms
Tech-savvy with strong digital skills to learn and leverage new tools and platforms
Excellent written and verbal communication skills
Strong organizational skills and high attention to detail
People-oriented with the ability to collaborate effectively across teams
Proven ability to work independently, take initiative and manage multiple, competing priorities
Understanding of and commitment to YCI’s mission and values
Must be available to work 3 days/week in person at the YCI Toronto office (577 Kingston Rd.)

Preferred:

Experience in non-profit, international development or youth-focused organizations
Familiarity with HR processes, compliance tracking and Board governance practices
French language proficiency will be considered an asset

Please send your resume/CV