Executive Administrative Assistant

Meridia Recruitment Solutions, a KBRS Company; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company seeks an Executive Administrative Assistant to support union operations in Ontario. This critical role encompasses administrative, financial processing, and event logistics responsibilities while providing direct support to executive leadership. The ideal candidate will have extensive experience in similar positions, excellent organizational skills, and the ability to manage multiple priorities efficiently.

Qualifications

• 7+ years in a senior administrative role with financial and event responsibilities.
• Strong proficiency in MS Office, Constant Contact, and Simply Accounting.
• Experience with union environments and event coordination preferred.

Responsibilities

• Manage calendar, meeting materials, travel, and correspondence.
• Coordinate and document executive board meetings including agendas and minutes.
• Plan and execute logistics for internal meetings and large-scale events.

Skills

Communication

Organization

Multitasking

Tools

MS Office

Constant Contact

Simply Accounting

Job description

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Consultant at Meridia Recruitment Solutions, a KBRS company | Legal and Professional Services

Executive Administrative Assistant

Scarborough, ON

AC-7952

Our client represents unionized employees of four companies in the natural gas sector, supporting clerical and field workers across Ontario. This role is essential in supporting the union's day-to-day administrative, financial, and operational needs

The Executive Administrative Assistant is a critical support role responsible for coordinating day-to-day administration, financial processing, event logistics, and office operations. This position provides direct support to the President and leadership team and ensures seamless communication, recordkeeping, and member services in a unionized setting.

Key Responsibilities

1. Executive & Member Support

• Manage calendar, meeting materials, travel, and correspondence for union members and unit Chairs for meetings, and necessary work travel.
• Coordinate and document executive board, council, and unit meetings including agendas, minutes, and follow-up.
• Serve as the primary contact for internal and external stakeholders, union members, vendors, and affiliates.

2. Office Operations & Facilities Management

• Handle incoming calls, messages, mail, and inter-office communications.
• Maintain cleanliness and functionality of the office, kitchen, meeting rooms, and training space.
• Manage parking leases, office equipment servicing, vendor coordination, and supply procurement.
• Liaise with building management and service providers (cleaning, HVAC, security, etc.).

3. Communications & Digital Coordination

• Draft and distribute email communications, bulletins, and union notices.
• Manage member email databases and send mass communications via Constant Contact.
• Update and maintain the union website, including member information, meeting postings, and news.

4. Events, Training & Meeting Coordination

• Plan and execute logistics for internal meetings, elections, training programs, conventions, and large-scale events.
• Oversee catering, venue bookings, travel, UB time off tracking, and hotel accommodations.
• Prepare delegate information packages and process related expenses.
• Conduct full-cycle bookkeeping for Local 975 and related funds.
• Process all banking transactions including deposits, online payments, and reconciliations.
• Manage accounts payable and receivable, payroll, government remittances, and T4s.
• Maintain accurate records for audits, financial reports, dues processing, and per capita payments.

6. Document & Records Administration

• Maintain comprehensive filing systems (electronic and physical) for finances, member records, legal documents, and correspondence.
• Ensure documentation is audit-ready and compliant with union policies.
• Support special initiatives such as scholarships, elections, negotiations, and conventions through documentation and logistics.

Qualifications

• 7+ years in a senior administrative role with financial and event responsibilities.
• Excellent communication, organization, and multitasking skills.
• Experience with union environments and event coordination preferred.
• Strong proficiency in MS Office, email marketing tools (e.g., Constant Contact), and Simply Accounting.
• Comfortable working independently and managing multiple deadlines.

Employment Equity Statement

Our client is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.

To express interest in this opportunity, please click on the "Apply Now" button below.

For more information, please contact Adam Creaghan, Partner at [emailprotected] or 647-336-1416 or Devyn Kelly, Consultant at [emailprotected] or 647 480 1719. If you require accommodation to participate in the recruitment process, please let Devyn know.

Meridia Recruitment Solutions connects leading organizations with top talent by building strong relationships and creating ideal matches with candidates because we are only successful when you are.

We appreciate your interest in this opportunity.

To learn more about Meridia Recruitment Solutions, our job opportunities, and career advice we invite you to explore our site and subscribe for career alerts.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Natural Gas Distribution

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