Division: Office of the President

City: Ottawa, ON

Type of position: In person 5 days a week

Job Term: 18-month term (35 hours per week)

Union/Non: Excluded

Competition: 24-16

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a bilingual Administrative Assistant for an 18-month term for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the general direction of the President and the functional supervision of the Senior Advisor to the President, the Administrative Assistant provides administrative support to the Office of the President. This position arranges travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. The Administrative Assistant plays a crucial role in ensuring the smooth day-to-day operations of the Office of the President by assisting in the coordination of various office activities.

Primary responsibilities:

• Receive, sort, register, and acknowledge receipt of electronic mail and print correspondence, forward correspondence for response or dissemination.
• Record and produce minutes of meetings.
• Arrange travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. Input travel and meeting requirements into the Institute's database for approval.
• Schedule appointments, events, and meetings. Arrange location, time, meeting facilities, and assemble required documentation. Notify participants and send agenda and reminder notices.
• Respond to enquiries from internal and external clients. Convey relevant information to members. Receive and welcome visitors.
• Review correspondence, respond, and compose signature ready responses or redirect to staff members for response.
• Prepare expense claims.
• Maintain and update databases and filing systems, including electronic and manual formats.
• Support the implementation of internal procedures/guidelines, resources and tools to assist in achieving objectives for office administration.
• Maintain correspondence log in membership database including update of action items on a daily basis, if required.
• May be required to provide backup and explain work requirements for other similar level positions.
• May be requested to undertake other related duties on a periodic basis.

Knowledge and Experience Requirements

Education / Experience:

• Completion of one year post-secondary education or equivalent; and
• Three (3) to five (5) years' experience in performing secretarial, clerical, and administrative duties preferably in a political environment; or
• An equivalent combination of education and experience.

Language requirement:

• Fluency in both official languages (French and English) is

Skills and experience required:

• Knowledge of the Professional Institute's organization and structure
• Basic knowledge of labour relations terminology
• Experience in office administration practices and procedures
• Experience coordinating and administering schedules for senior management
• Experience coordinating and preparing travel arrangements
• Experience coordinating and implementing expense claims for senior management
• Experience identifying and reviewing data for reporting purposes
• Experience setting agendas and taking and transcribing minutes of meetings
• Experience coordinating and maintaining a filing system
• Experience composing, reviewing and editing routine correspondence, including proofreading and editing for errors and omissions
• Computer skills and experience with word processing and communication tools

Compensation Package

• Salary Range: $52,610 to $65,763 (G2)
• Group Benefits (Health, Dental, Life Insurance)
• Vacation (4 weeks/year) and other generous paid leave
• Paid time off from December 27th to 31st

How to apply

You must apply by email to , by 4:00 pm (Est) March 19, 2024. ID competition # 24-16 in the subject line.

Kindly submit a cover letter and resume that align with the qualifications outlined in the job advertisement. Please ensure that your documents contain specific examples demonstrating how you have met the requirements of this position. We place significant importance on the information you supply in your application.

If you require a disability-related accommodation to facilitate your participation in the recruitment process, we kindly request that you get in touch with us to provide your contact details. Our Staffing team will promptly reach out to you within 48 hours. Please be assured that any information received in connection with accommodation requests will be kept confidential.

We are dedicated to fostering an inclusive, psychologically secure, harassment-free, and accessible work environment, starting with the recruitment process.

We thank all applicants for their interest. Please note that only candidates selected for an interview will be contacted.

Job Types : Full-time, Fixed term contract

Contract length : 18 months

Salary: $52,610.00-$65,763.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Application question(s):

• Are you able to work 5 days a week in person?

Experience:

• Administrative: 3 years (required)

Language:

• Fluent French and English (required)

Work Location: In person