Executive Assistant

Canadian Association of Labour Media; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A national labor association is seeking an Executive Assistant to provide high-level administrative support to its leaders. The ideal candidate will manage schedules, coordinate committee meetings, and ensure efficient communication. This role requires excellent organizational skills and the ability to handle confidential information sensitively. A minimum of two years of relevant education and three to five years of administrative experience are necessary. Bilingual proficiency in English and French is required. Applications are due by January 18, 2026.

Qualifications

• Minimum two years of college in a related field.
• Three to five years of experience in senior administrative role.
• Ability to communicate professionally in English and French.

Responsibilities

• Provide administrative support to executive team.
• Coordinate national committee meetings and conferences.
• Manage schedules and prepare briefing materials.

Skills

Organization skills

Communication skills

Judgment and discretion

Analytical skills

Education

Two years of college in business administration or equivalent

Tools

MS Office

Adobe Acrobat

Unionware

Job description

Executive Assistant

Employment Equity:

The CEIU as an Employment Equity employer encourages applications from equity group members. CEIU is committed to the hiring of qualified candidates from the following equity groups as defined by CEIU/COPE: women, racially visible, Indigenous peoples, persons with disabilities and LGBTQ2+.

Purpose of the Position:

The Executive Assistant provides high-level administrative and coordination support to the National President, the National Executive Vice-President (NEVP) and Director of Labour Relations and Representation at CEIU’s National Headquarters. Operating in a fast-paced, deadline-driven and rewarding environment, the EA ensures the smooth functioning of leadership activities by managing schedules, preparing briefing materials, and facilitating efficient information flow.

The role also plays a central part in supporting CEIU’s governance structures—coordinating national committee meetings, assisting with conferences, and contributing to the planning and execution of triennial conventions. The EA upholds the highest standards of professionalism, confidentiality, and responsiveness.

Key Duties:

• Schedules meetings and/or appointments for the excluded management team;
• Answer and screen telephone calls, and provide information to authorized personnel;
• Ability to communicate professionally (oral and written) in English and French;
• As required, assists the NEVP by screening and distributing incoming and time-sensitive communications and correspondence, as well as redirecting inquiries to the attention of appropriate staff, management or elected leadership;
• Compose and edit a variety of electronic material and correspondence, including reports, meeting notes, emails and memorandums, as required;
• Draft and distribute correspondence in the appropriate formats on behalf of the NEVP to local officers, members, staff or external parties, as required;
• Provides administrative support to the NEVP in preparation of the meetings;
• Prepares documents and maintains files of a confidential nature for the NEVP and excluded management staff, including personnel files;
• Acts as a liaison and point of contact between the Regional Union Offices (RUOs) and the Director of Representation & Labour Relations and NEVP in various capacities;
• Reviews, edits and assists with maintenance and development of documents and policies, ensuring accuracy and consistency in both English and French languages;
• Coordinate staff conference calls and ensures follow-up on action items with the NEVP and/or Director of Representation & Labour Relations, as required;
• Arranges travel itineraries, deviations and additional costs (if applicable), when required;
• Provides research and information gathering assistance;
• Provides technical support, minute taking and set up for meetings and conference calls for national committees, when required;
• Responsible for maintaining and distributing national committee documentation;
• Provides administrative support, as required, for the internal Health & Safety Committee as well as the Union Management Consultation Committee (UMCC) by taking minutes, maintaining follow-up on action items, and record keeping as required;
• Provides administrative assistance to management during labour/management committees and consultation, as required;
• Assists with internal labour and employee relations by tracking, administering, drafting & following-up on grievance responses and/or complaints, including providing administrative support throughout the grievance process;
• Setup hearing schedules and assist as required;
• Maintains employer policies, processes and procedures with the approval of the NEVP and makes recommendations for changes and improvements.

Qualifications:

· A minimum of two years of college in a related field, e.g., business administration or an equivalent level of education, training and experience. Specialized training includes knowledge of office administration, knowledge of the union’s by-laws, regulations and policies;

· Three to five years of experience in a senior administrative function;

· Ability to assess a situation quickly and accurately, seek multiple perspectives and problem solve effectively;

· Strong organization skills and the ability to effectively deal with multiple assignments and tasks, set priorities and adapt to ever-changing environment, conditions and work assignments;

· High degree of judgment, initiative, discretion, analytical skills, critical thinking, flexibility, and responsiveness;

· Excellent verbal and written communication skills as well as a high degree of interpersonal skills and the strong ability to maintain confidentiality;

· Strong computer skills in MS Office, Adobe acrobat, CEIU systems as well as the ability to operate other office equipment, e.g., projector, Polycom, photocopier, and printer including scanner software;

· Advanced knowledge of Unionware;

· Experience in teaching / coaching / general management an asset;

· Ability to take direction from multiple individuals and adapt to frequent interruptions;

· Lifting of up to 20lbs; items include banker and paper boxes, pamphlets, printers, laptops and fax machines;

· Travel is required as needed, both regionally and nationally.

Application:

Applicants should send a cover letter (no more than 2 pages) and their resume (no more than 3 pages) detailing how their work experience and qualifications relate to this position as this will provide the basis for interview selection.

Please send your resume and cover letter in confidence to CEIU Human Resources to the following email: [e-mail] by January 18, 2026.

CEIU adheres to a fully human-led recruitment process with no AI involvement in screening or selection decisions.

We thank all interested candidates however only those selected for an interview will be contacted.