Administrative Assistant

Ontario Secondary School Teachers' Federation (OSSTF / FEESO); Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

The Ontario Secondary School Teachers' Federation (OSSTF / FEESO) is looking for an Administrative Assistant for its Professional Services Division. This role involves providing administrative support for various committees, handling correspondence, and ensuring effective communication within the organization. The ideal candidate will possess strong organizational and interpersonal skills, with proficiency in Microsoft Office applications and prior administrative experience.

Qualifications

• Minimum 2-3 years recent administrative experience.
• Proficient in Microsoft Word, Excel, PowerPoint.
• Experience in event management software preferred.

Responsibilities

• Prepare, input, edit, and proofread correspondence and reports.
• Schedule and confirm appointments and meetings.
• Attend meetings to compose draft minutes.

Skills

Organizational skills

Interpersonal skills

Detail-oriented

Bilingualism

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Zoom

Teams

CVENT

Job description

The Ontario Secondary School Teachers’ Federation is seeking the services of an individual to serve as Administrative Assistant in the Professional Services Division.

PART 1 – POSITION SUMMARY

The Administrative Assistant is responsible for performing assigned administrative support duties for members of the Staff Association, and as required, to standing committees, councils and / or ad hoc committees, task forces or organizational committees in accordance with the policies of OSSTF / FEESO and applicable legislation. This position will have direct accountability to the Staff Association member to whom the Administrative Assistant is assigned. This position is unionized with the Canadian Office and Professional Employees Union (COPE) Local 343.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Prepare, input, edit and proofread correspondence, presentations, memorandums, reports and related materials using Microsoft Word, Excel, and PowerPoint applications.

2. Compile data and statistics and other information.

3. Prepare information kits, publications and resource material for distribution.

4. Provide administrative support for conferences and, if required, attending conferences to handle registration and other related duties.

5. Attend meetings to compose draft minutes for approval.

6. Schedule / monitor / confirm appointments and meetings and prepare travel arrangements and itineraries.

7. Ensure the smooth flow of information within the division, with other departments and with outside organizations.

8. Respond to telephone calls, direct messages and provide information and / or assistance or refer to appropriate department or person.

9. Ensure compliance with provincial and OSSTF / FEESO occupational health and safety legislation, regulations, policies and procedures.

10. Ensure confidentiality is maintained in accordance with the Freedom of Information and Protection of Privacy Act or other related and applicable legislation.

11. Perform other duties which may be assigned from time to time by the Staff Association member to whom the Administrative Assistant is assigned or by the Administrator or the Associate General Secretary.

PART II – POSITION REQUIREMENTS

EDUCATION AND EXPERIENCE

• Completion of a high school diploma or equivalent.
• Minimum two (2) to three (3) years recent verifiable administrative experience.
• Proficiency in Microsoft Word, Excel and Power Point applications as well as a working knowledge of Zoom, Teams and CVENT, or similar event management software, is required.
• Bilingualism (English and French) would be an asset.
• Administrative courses at the college level would be an asset.
• Ability to communicate in a sensitive and courteous manner with members, office staff, stakeholders, and the general public.
• Excellent interpersonal and public relation skills are required involving common sense, tact, courtesy and integrity both in person and by telephone.
• Strong organizational skills.
• Requires close attention to detail and accuracy.
• Understanding of and commitment to confidentiality.

SALARY, BENEFITS AND WORKING CONDITIONS

• In accordance with the COPE collective agreement, the weekly starting salary for an Administrative Assistant is $1,063 with subsequent increments as per the COPE collective agreement. Please refer to the collective agreement for working conditions and benefits.
• May be required to work outside of business hours on occasion, as needed.

APPLICATION REQUIREMENTS

Please submit your résumé and covering letter, compiled into a single PDF file to :

Joel Duff, Associate General Secretary, Professional Services

Email :

Please quote “ Administrative Assistant (temp) ” in the subject line.

Applications will be received up to 4 : 00 p.m. on Tuesday, June 10, 2025.

The Ontario Secondary School Teachers’ Federation (OSSTF / FEESO) is dedicated to equity, anti-racism and anti-oppression while protecting and enhancing public education. We are committed to cultivating an inclusive workforce that reflects the diversity of our members and our communities. We actively seek and welcome applications from members of First Nations, Métis, and Inuit and equity-seeking groups. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), OSSTF / FEESO strives to ensure that all recruiting processes are non-discriminatory and barrier-free. If you require an accommodation at any point during the recruitment process, please advise the Recruitment Team where possible, in advance.

OSSTF / FEESO values the participation of members with various lived experiences.Self-identification of membership in equity-seeking or sovereignty-seeking group(s) is voluntary. If you choose to self-identify, please fill out the attached Applicant Voluntary Self-Identification Questionnaire.

The Ontario Secondary School Teachers’ Federation (OSSTF / FEESO) is dedicated to equity, anti-racism and anti-oppression while protecting and enhancing public education. We are committed to cultivating an inclusive workforce that reflects the diversity of OSSTF / FEESO members and our communities. We actively seek and welcome applications from members of First Nations, Métis, Inuit and / or equity-seeking groups.

OSSTF / FEESO values the participation of individuals with various lived experiences.As part of our commitment to our Action Plan to Support Equity, Anti-Racism and Anti-Oppression all applicants are invited to complete the Applicant Voluntary Self-Identification Questionnaire. This questionnaire is voluntary, and you may choose to skip the questionnaire or select “Prefer not to answer” to any of the questions. All information collected is confidential and will only be used to support OSSTF / FEESO’s efforts to cultivate a diverse workforce. If you have any questions about the questionnaire, please contact our Human Resources Manager.

1) Do you self-identify as First Nations, Métis, and / or Inuit?

ð Prefer not to answer

2) Do you self-identify as a member of a racialized community?

Prefer not to answer

3) Do you self-identify as a person living with a disability?

Prefer not to answer

4) Do you self-identify as a woman or as gender diverse?

Prefer not to answer

5) Do you self-identify as 2SLGBTQI+ (Two-Spirit, Lesbian, Gay, Bisexual, Transgender, Queer, Intersex)?

• Prefer not to answer

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