Excluded Executive Assistant

Canadian Association of Labour Media; Canada; Remote; CAD 61,000 - 89,000; Full time

Job summary

A professional association in Canada seeks an Excluded Executive Assistant to provide comprehensive administrative support in a dynamic team. The role includes managing executive schedules, planning meetings, and handling confidential matters. Ideal candidates will have strong organizational skills, experience in administrative support, and an undergraduate degree. Competitive salary of $61,646.53 – $88,635.77 plus benefits offered.

Benefits

Health, Dental, Life, and Disability benefits

Pension Plan (CAAT)

Vacation: 4 weeks/year

Qualifications

• Proven experience in a senior administrative or executive assistant role.
• Excellent written and verbal skills in both official languages.
• Ability to manage sensitive information with discretion.

Responsibilities

• Coordinate complex schedules and manage appointments for executives.
• Plan meetings and organize supporting materials.
• Draft and prepare correspondence and reports.
• Maintain corporate records and document management systems.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Discretion

Technical proficiency

Problem-solving

Attention to detail

Education

Undergraduate degree in business administration or related field

Tools

Microsoft Office Suite

Job description

Excluded Executive Assistant

The AJC is currently seeking a Excluded Executive Assistant who is interested in working in a dynamic, small team setting that promotes the value and worth of federal public service lawyers and seeks to improve their working conditions.

About the AJC

The Association of Justice Counsel (AJC) is the bargaining agent for over 3,500 lawyers who work for the Government of Canada, including counsel with the Department of Justice, Public Prosecution Service of Canada, and numerous federal agencies. For more information about the AJC, please visit our website at www.ajc-ajj.ca.

Our people form the foundation of the services we provide to our members. If you are interested in working with a dynamic, innovative small-team that seeks to improve the working conditions of our members, with the objective of focusing on equity, diversity, and inclusion (EDI), this may be the opportunity for you.

About the Position

Reporting to the General Counsel/Corporate Secretary, the Excluded Executive Assistant provides comprehensive administrative, governance, and strategic support to the President, Executive Director, and General Counsel/Corporate Secretary and management team. The role is central to ensuring the effective planning, organization, and conduct of the Association’s business. Acting as a trusted liaison, the Executive Assistant provides administrative support in the handling and maintenance of sensitive and confidential matters, including employee and labour relations, with discretion, facilitates decision-making through accurate and timely information, and contributes to the overall efficiency and effectiveness of executive operations and governance processes.

Key Responsibilities

Calendar and Schedule Management

• Coordinate and manage complex schedules, including prioritizing appointments, meetings, and travel for executives.

Meeting Coordination

• Plan and organize meetings including preparing draft agendas, supporting materials, resolutions, template documents, speaking notes, and taking draft minutes of the Governing Council, Executive Committee and Association meetings as required, both regular and in-camera, as well as records of decision.
• Ensure governance and Association bodies such as the Governing Council, Executive Committee, and other Governing Council committees as required are effectively supported.

Communication and Correspondence

• Serve as a key point of contact for the President, Executive Director, and General Counsel/Corporate Secretary.
• Manage incoming and outgoing communications (email, phone, correspondence).
• Draft, edit, and prepare memos, briefing notes, reports, surveys, and presentations to support executive decision-making.

Information and Document Management

• Maintain and update corporate records, including minutes books, consolidated resolutions, and governance-related policies.
• Prepare and file statutory documents (e.g., Notice of Change of Director with Industry Canada).
• Maintain organized filing and document management systems for quick access and retrieval.

Liaison

• Act as a liaison between executives and stakeholders such as the Governing Council representatives, AJC members, and external partners.
• Respond to inquiries with professionalism and redirect matters where appropriate.
• Build strong relationships across the organization to support effective communication and governance.

Collaboration and Support

• Support the management team in administrative coordination and execution of organizational priorities.
• Perform other duties as assigned to ensure the smooth operation of the leadership team and the Association.

Statement of Qualifications

• Administrative Expertise: Proven experience in a senior administrative, executive assistant, or governance support role with strong organizational and time management skills.
• Education: Undergraduate degree in business administration, office administration, or a related field (or equivalent combination of education and experience).
• Communication: Excellent written and verbal communication skills in both official languages, with the ability to draft correspondence, prepare presentations, and engage effectively with stakeholders.
• Discretion and Confidentiality: Demonstrated ability to manage sensitive and confidential information with sound judgment.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite and other office applications; ability to adapt to emerging technologies.
• Problem-Solving: High degree of initiative, judgment, and ability to make independent decisions when managing competing priorities.
• Collaboration: Ability to work effectively in a team environment while exercising independence and initiative.
• Attention to Detail: Demonstrated accuracy, consistency, and thoroughness in managing documents and processes.

Compensation and Other Benefits

1. COMPETITIVE SALARY COMMENSURATE WITH EXPERIENCE: $ 61,646.53 – $ 88,635.77 with Bilingual Bonus of $1200.00
2. GROUP BENEFITS: Health, Dental, Life, Disability
3. PENSION PLAN: CAAT
4. VACATION: 4 weeks/year to start in addition to December holiday season and other paid leave
5. JOB TERM: Indeterminate Full-time (37.5 hours per week)
6. OPPORTUNITY TO TELEWORK SUBJECT TO OPERATIONAL REQUIREMENTS

Start Date

As soon as possible.

Submission Deadline

November 24, 2025.

Applications

Please submit your resume with a cover letter to:

Association of Justice Counsel
Attn: Diana Rodrigues, Director of Corporate Services
[e-mail]

The AJC embraces diversity and inclusion and encourages members from all equity-seeking groups to apply. Upon request, we will accommodate applicants with disabilities who require accommodation during the recruitment and selection process.

We thank all applicants for their interest. Only those selected for an interview will be contacted.