Job Description

September 2, 2025

Posting #1499

YouthLink believes in the potential of every youth. We are dedicated to providing them with the support, guidance and opportunities they need to make positive life choices. We provide youth with brief and ongoing counselling, in-home wraparound support, shelter, housing, educational support, and safe drop-in spaces.

YouthLink works towards equitable outcomes for youth in our community and, as such, is committed to equity-based hiring practices.

We

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welcome applications from candidates who reflect the communities we serve, particularly candidates from Black communities, Indigenous communities, and racialized people, persons with disabilities, members of diverse gender identities and people with lived experiences. We are seeking candidates who demonstrably operate and practice from an equity and trauma-informed lens. We encourage applications from passionate professionals who will help us dismantle systemic barriers and will embrace working outside of Euro-centric practices.

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YouthLink Benefits are Top of Class!

Competitive pay

Health & dental coverage for you and your family with 100% premium cost paid by employer.

Annual vacation with pay at 1.66 working days for each calendar month to a maximum of

20

working days per year.

5

'authorized absence' days for family illness or emergency circumstances that prohibit employees from reporting to work.

3

paid agency days every calendar year after 3 calendar months service.

Maternity / parental /adoption leave top-up payments (to top-up Canadian government unemployment benefit payments).

100% premium cost for long-term disability coverage paid by employee.

Eligibility to participate in pension plan after 2 years of continuous service with generous matching contribution from employer

(pro-rated for part-time employees according to the employee's full-time equivalency (FTE))*

Executive Assistant-Board Administrator

(Permanent/Full-time 35 hours per week)

Non-Bargaining Unit Position

Youthlink is seeking an experienced individual for the position of Executive Assistant/Board Administrator. Reporting directly to the Executive Director, the Executive Assistant / Board Administrator plays a key strategic and operational role by providing high-level administrative and operational support to the Executive Director, the Director Team, and Board of Directors. This position is responsible for managing internal and external communications, coordinating schedules, meeting management including minute-taking, coordinating events, supporting board governance functions, preparing critical materials for meetings, managing catering, and ensuring compliance with board policies, legal obligations, and accreditation standards.

The Executive Assistant/Board Administrator supports the planning and coordination of special projects, events, and initiatives as directed by the Executive Director and the Senior Leadership Team. This role also supports the organization by maintaining an accurate, up-to-date database of grant applications, funding requests and compliance/reporting requirements.

The EA/Board Administrator is a trusted partner who is highly organized and proactive, with sound judgement and capable of handling sensitive information with professionalism and discretion.

Highlights of Your Role

Executive Support:

Meeting management: prepare and distribute agendas, background materials, presentations, and briefing documents as needed by the Senior leadership team. Attend leadership team meetings, take and distribute detailed minutes. Support the Executive Director and Senior Leadership Team with the execution of strategic initiatives, leadership priorities, and special projects. Conduct background research, compile data, and draft briefing notes to aid executive decision-making. Review and refine documents, reports, and correspondence intended for executive signatures, ensuring accuracy in format, content, grammar, and spelling, and make necessary edits to maintain a high standard of quality Help manage sensitive personnel or organizational initiatives requiring discretion and confidentiality. Oversee systems, files, and digital records for the Senior Leadership Team. Track and maintain accurate records of grant applications, status, and compliance reporting requirements. Support in the design and development of high impact internal and external communications. Serve as a member of the Staff Wellness Committee, planning and executing internal events and activities that support employee engagement, morale, and a positive organizational culture. Coordinate with team members across departments to organize celebrations, wellness initiatives, and team-building activities. Support the Manager, Fund Development and Donor Relations in the coordination of special events. Support the Executive Director in the coordination and logistics of the Annual General Meeting, and other public-facing events. Manage event logistics, communications, and budgets to ensure inclusive and well-executed events. Support overall office management/coordination activities. Support calendar management for the Executive Director, including prioritizing and scheduling internal and external meetings, board interactions, and travel. Anticipate scheduling conflicts and resolve them quickly, often balancing multiple high-level priorities. Manage expenses, code and prepare invoices for processing. Represent the Executive Director/YouthLink at community events (i.e. partner Annual General Meetings) when conflicts prevent the ED attendance. Other administrative duties as required.

Board Administration:

Work closely with the Board Chair, Board Secretary, Executive Director and Senior Director, Finance and Administration to gather relevant reports, presentations, and documents for board and committee meetings. Draft agendas in collaboration with Executive Director and board leadership, ensuring alignment with organizational priorities, ONCA and CCA requirements, and governance best practices. Attend monthly board meetings and subcommittee meetings; take minutes at all meetings and distribute as needed. Compile and format board packets, ensuring all materials are professionally presented and error-free. Review all documents for clarity, consistency, and completeness. Maintain a checklist or calendar to track recurring agenda items, key deadlines, and required documentation throughout the fiscal year. Ensure materials are securely distributed via email or file-sharing platform. Print and bind physical copies of materials when needed, ensuring security and confidentiality protocols are followed. Build and maintain a board portal, uploading and retaining documents in an orderly, easily retrievable format. Monitor deadlines and ensure timely filings for regulatory or compliance requirements. Support governance compliance to CCA and ONCA standards, communicating and following up with board members as required to achieve compliance. Coordinate with finance teams to ensure timely and accurate expense reimbursement to board members for any approved expenses. Support the Sr. Director of Finance and Administration in compiling board records required for the annual financial audit.

Committee Support:

Provide administrative support to internal committees (Black Leadership Committee, Joint Occupational Health and Safety Committee, etc.

Other Duties as Assigned:

This dynamic support position will serve as the "right hand" to the Executive Director and senior leadership team, offering administrative and operational support and leading special projects as identified in support of YouthLink's successful operation.

Highlights of What You Bring

Education

:

A post-secondary education (degree or diploma)

Bachelor's degree in Business Administration, Communications, Public Administration, or related field (or equivalent experience) is an asset

Experience:

2 years experience in an administrative role 5+ years of experience as an Executive Assistant, Board Liaison, or Governance Administrator, preferably in a corporate or non-profit environment is an asset Proven ability to manage complex calendars, coordinate travel, and support C-level executives is an asset Familiarity with board governance practices, board meeting procedures, and legal record-keeping is an asset Experience preparing and distributing board agendas, minutes, and materials is an asset Familiarity with accreditation standards and ministry requirements is an asset

Knowledge, Skills, and Ability:

Exceptional organizational, time-management, and multitasking skills with superior follow-through and attention to detail. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms. Ability to work independently and collaboratively in a fast-paced, community-focused environment. High integrity - able to manage sensitive information with discretion. Ability to maintain strict confidentiality and manage sensitive board and executive information Strong writing, proofreading, and document formatting skills, including experience preparing high-quality board materials and executive reports. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and document collaboration tools such as Google Workspace, Adobe Acrobat, or SharePoint. Strong interpersonal and relationship-building skills with the ability to engage confidently with board members, senior leadership, and external stakeholders. Demonstrated ability to work independently, anticipate needs, and adapt in a fast-paced, high-pressure environment. A "doer" with a "can-do" attitude - no task is beneath them if it helps the organization and the youth thrive. Familiarity with the issues facing youth is an asset

Other Requirements

Broad Record Police Check required.

Working Hours:

Mostly Monday-Fridays 8:30am to 4:30pm. Must attend board meetings and board subcommittee meetings (evenings) and may be asked to attend events or community meetings on behalf of the ED on occasion after hours.

Work Environment:

Typical office environment. Occasional travelling required.

Physical Requirements

Use of own vehicle to transport to sites and events

Full job description available here:

https://youthlink.ca/wp-content/uploads/2025/08/JD-Executive-Assistant-Board-Administrator.pdf

How to Apply:

Submit application to

adminposting@youthlink.ca - Please quote posting #1499 in the subject line.

As an organization committed to equity and justice in our community, we believe lived experience and knowledge of equity, diversity, belonging and anti-Black racism is a critical component in our recruitment process. If you have a disability and require accessibility accommodations with the application process, please contact accessibility@youthlink.ca

Application deadline is: Open Until Filled.

Job Types: Full-time, Permanent

Benefits:

Company events Company pension Dental care Extended health care Life insurance On-site parking Paid time off Vision care
Ability to commute/relocate:

Scarborough, ON M1K 2B3: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person