Executive Assistant – Office President

Reason for Posting:Backfill
Division:Office of the President
City:Ottawa, ON
Type of position:In person, 5 days a week
Job Term:Permanent Full-time (35 hours per week)
Eligibility:Applicant must either be a Canadian citizen or a permanent resident eligible to work in Canada
Union/Non:Excluded
Competition:26-15

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 80,000 professionals and scientists across Canada, is seeking a bilingual Executive Assistant to join our team at our 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, 2

SLGBTQIA+ 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.

Under the general direction of the President and the functional supervision of the Senior Advisor to the President, the Executive Assistant provides confidential and administrative assistance, advice, and support to the Office of the President. This position administers a variety of functions including records and document control/management, review and analysis, preparation of information and communications, and coordination of projects and activities.

The Executive Assistant works on tasks which are varied and complex, requiring considerable discretion and independent judgment.

• Provide confidential administrative management and support including: managing and coordinating calendars and meeting arrangements, report creation and maintenance, project support, preparation of business travel and seminar arrangements, agenda development, expense reconciliation, preparation of communications, and minute taking.
• Develop, implement and adapt internal procedures/guidelines, resources and tools to assist in achieving strategic goals and objectives established by management.
• Compose, type, format, proofread, arrange for translation and Web posting, and package a variety of documents in various formats. Maintain files, records, and reference material.
• Act as recording secretary and coordinate, prepare, and distribute agendas, notices of meetings, and meeting packages. Take and transcribe formal minutes of meetings and distribute as per Institute policy.
• Organize and maintain schedule, including coordinating staff participation, prioritizing requests based on availability and verifying Institute representation at formal functions
• Ensure appropriate access to materials, including through the shared drive, intranet and internet sites for the public, members and staff.
• Coordinate off-sites meeting and events, including, but not limited to creating agendas, selecting venues, coordinating logistics, and making other necessary arrangements.
• May assign and distribute work, provide functional guidance through coaching and direction on more complex assignments, monitoring complex files, and validating consistency in approach and adherence to procedures and guidelines.
• Ensure the timely review and processing of financial requirements, including budget administration and coordination, invoice processing and related tasks.
• Participate in preparations for the AGM, as required.
• Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.
• May be requested to…