Administrative Assistant, Organizing and Events

Canadian Association of Labour Media; Ottawa; On-site; CAD 64,000 - 77,000; Full time

Benefits offered by this job

Flexible Work Model

Remote work opportunities

Great work-life balance

Job summary

The Canadian Association of Professional Employees (CAPE) is seeking an Administrative Assistant (Organizing and Events) to provide specialized administrative, logistical, and operational support to the President’s office. The role covers scheduling, event coordination, and bilingual communications in a fast-paced environment.

Under the Senior Advisor, President’s Office, you’ll manage calendars, draft materials, coordinate travel, and support member-engagement activities while maintaining

Qualifications

• High school diploma required; degree or diploma in admin/communications asset.
• Experience in administrative or office support, preferably in union/non-profit.
• Ability to work in a bilingual environment with discretion and professionalism.

Responsibilities

• Provide administrative support for CAPE’s events and local/regional/national activities.
• Maintain calendars, coordinate meetings, travel, and event logistics.
• Draft, proofread, and distribute bilingual correspondence and minutes.
• Organize filing systems and track project timelines and deliverables.
• Support internal communications and maintain contact lists and databases.
• Coordinate event services, venues, catering, translation, and accessibility needs.
• Enter data on events and attendance and assist with reports.

Skills

Organizational skills

Attention to detail

Multitasking

Professionalism

Bilingual (English/French)

CRM familiarity

Data entry / database management

Education

High school diploma

Post-secondary in admin/communications (asset)

Tools

CRMs

Shared drives

Office suites

Job description

Administrative Assistant, Organizing and Events

Competition #: 2026-EXT-18

Posting date: August 14, 2026

Closing date: September 11, 2026

Duration: Six months with the possibility of an extension

Classification level: Level 2

Salary: $63 812 – $77 498

Number of positions: 1

Status: Unionized

About the Association

The Canadian Association of Professional Employees (CAPE) is a dynamic and progressive union representing over 25,000 professional employees in the federal public sector. At CAPE, we are committed to fostering an inclusive and equitable environment for all our members.

Our organization offers a:

• Progressive work environment
• Flexible Work Model & Remote work opportunities
• Seamless transition for public servants
• Great work-life balance

Position Summary

Under the direction of the Senior Advisor, President’s Office, the Administrative Assistant (Organizing and Events) provides specialized administrative, logistical, and operational support to the President’s office. The incumbent ensures the smooth execution of events, engagement initiatives, member-organizing activities, campaign mobilization, data tracking, and materials preparation.

Duties equally include scheduling, coordinating meetings, managing correspondence, maintaining records, and supporting internal projects and communications. The role requires professionalism, discretion, attention to detail, and the ability to multitask in a fast‑paced, bilingual environment.

Requirements

Education & Experience

• High school diploma.
• Experience in an administrative or office support role, preferably in a union, non-profit, or member-based organization.
• Completion of post‑secondary education in office administration, business administration, communications, or a related field is considered an asset.

Note: Equivalent combinations of education and/or experience may be considered.

Key responsibilities

• Provide administrative support to the Local Liaison Officer and Events Coordinator in planning and coordinating CAPE’s local, regional, and national events.
• Maintain calendars, schedule meetings, coordinate travel arrangements, and assist in organizing internal and external events and training sessions.
• Draft, proofread, format, and distribute correspondence, minutes, reports, presentations, briefing materials, and bilingual communications.
• Organize and maintain digital and physical filing systems for local leadership activities, events, and project documentation.
• Track project timelines, tasks, deliverables, and event‑related deadlines.
• Support internal communications and maintain contact lists, databases, participant records, and documentation in accordance with CAPE’s data management practices.
• Assist in updating and maintaining digital tools and platforms used by the organizing and communications teams (e.g., Action Network, shared drives, content calendars).
• Liaise with other CAPE units and external stakeholders to coordinate information flow and follow up on requests.
• Provide logistical support for special initiatives, campaigns, and member engagement activities.
• Coordinate event services, including accommodation and transportation, venue and conference facilities, catering, signage, displays, translation and interpretation services, accessibility requirements, audiovisual equipment, printing, and security.
• Track participant registrations and prepare event materials, including agendas, name tags, and information packages.
• Support on‑site event activities, including registration, setup, teardown, and catering coordination.
• Coordinate shipping, inventory, and distribution of CAPE promotional items and supplies.
• Provide timely and courteous responses to inquiries from members, local leaders, and staff.
• Support bilingual communications, ensuring accuracy and consistency in both official languages.
• Enter and update data related to events, attendance, and local activities, and assist in compiling statistics and summaries for periodic reports.
• Maintain confidentiality of member information and organizational documents.

Other skills and abilities

• Organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities under tight deadlines.
• Tact, discretion, and professionalism in dealing with confidential matters.
• Familiarity with digital tools such as CRMs, shared drives, and basic data entry or document formatting.
• Interest in labour relations and social justice is an asset.

Condition of employment

Must meet the language requirement of the position.

Additional information

• Candidatesmust be fluently bilingual in both English and Frenchat the time of application. This position requires advanced proficiency in both spoken and written English and French, and candidates should be prepared to demonstrate this fluency during the recruitment process.
• If you are a member of an equity‑deserving group, we encourage you to self‑declare in this recruitment process. This self‑declaration information may be factored into selection decisions and to address CAPE’s commitment to increase representation of these groups.
• CAPE is committed to providing an inclusive and barrier‑free work environment, starting with the hiring process. Should you require accommodation during any phase of the evaluation process, please contact [e-mail]. All information received in relation to accommodation requests will be kept confidential except when required to implement accommodation.
• An eligibility list of applicants may be established from this process to staff similar positions within CAPE.
• We will contact applicants when the screening and interview phases are completed.
• The recruitment committee reserves all rights to use any methods that they deem appropriate to evaluate applicants, including artificial intelligence.
• Communication for this process will be sent via email. It is the responsibility of the applicant to ensure that accurate contact information is provided and updated as required and to update their personal information when it changes. Applicants who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).
• Time‑sensitive correspondence may be transmitted via email, and it will be the applicant’s responsibility to check their email regularly. Failure to respond to communications may result in elimination from this process.
• CAPE may decide to use top‑down or random selection or any other additional qualification to determine the number of applicants who will be considered for the next stage of the evaluation.
• Beyond skills and experience, we’re looking for someone who’s the right fit for our team: a good communicator, adaptable, and passionate about the association’s mission of defending the rights of our members.
• Proof of Canadian citizenship, permanent residency documentation, or a valid work permit or open work visa will be requested to ensure that candidates are eligible to work in Canada without restrictions.
• Applicants are required to disclose any potential conflicts of interest that may arise from their employment in this position. A conflict of interest may include, but is not limited to, personal or financial relationships with individuals or organizations that could affect, or be perceived to affect, the impartiality of your work. If you believe you may be in a conflict of interest, please include a brief statement in your application outlining the nature of the potential conflict. This information will be reviewed confidentially and will not necessarily disqualify you from consideration.