Program & Administration Assistant
Part Time | Toronto, Canada
Position Details
- Location: Toronto, Canada (office based)
- Contract Length: 1 year (renewable)
- Commitment: Part time, 18 hours per week (3 days per week)
- Compensation: $30 per hour; 3 weeks leave (pro-rated)
- Start Date: August 2025
How To Apply
Application Deadline:
August 15, 2025
Applications will be reviewed on a rolling basis as they are received, so we encourage early submissions. No phone calls or emails about the position can be accepted. We thank all applicants for their interest; however, only those shortlisted will be contacted.
About Youth Challenge International
Youth Challenge International (YCI) is accelerating youth innovation for good. Together with young leaders and innovators, we are creating a better future where people, planet, and profit can thrive. We are going all in on the bold ideas, skills, and ventures that will get us there. In over 30 countries, YCI has teamed up with young people and partner organizations to transform complex challenges into sustainable solutions; collectively, we learn fast, fail smart, and turn insights into action. We believe that a better world can – and will – be built by the next generation.
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
How To Apply
Application Deadline: Friday, August 15, 2025
Applicants will be reviewed on a rolling basis; we highly encourage early submissions. We thank all applicants for their interest; however, only those short-listed will be contacted. No phone calls or emails about the position can be accepted.
Application Submission: Click the button below to start your application
YCI encourages applications from all backgrounds. To achieve our goals, we rely on the unique experiences and viewpoints of our staff, volunteers and partners. We understand that diverse perspectives are required for an inclusive culture to thrive - a culture that is respectful and welcoming to all. We are committed to creating a place of inclusion for employees, candidates, volunteers, partners and participants of all backgrounds, ages, religions, races, gender identities, physical abilities and sexual orientations.
YCI uses a people-focused approach to evaluating applicants. We do not utilize artificial intelligence during the recruitment process.
Protection Against Sexual Exploitation and Abuse Policy
Youth Challenge International (YCI) commits to a zero-tolerance policy towards sexual exploitation and abuse (SEA) and considers any such acts a gross misconduct and grounds for dismissal. YCI recognizes the unequal power dynamics inherent in international development work and our responsibility to protect the human rights of the communities we serve and provide an environment free of sexual exploitation and abuse.
Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all employees are required to sign and adhere to the PSEA Policy and Code of Conduct, at all times. All employees must ensure that they understand and act in accordance with this clause.
