Executive Assistant to the Directors’ Team

Canadian Association of Labour Media; Ottawa; On-site; CAD 55,000 - 70,000; Full time

Job summary

Join a dedicated team at the Union of National Employees (UNE) as the Executive Assistant to the Directors’ Team. In this role, you will provide essential executive support while helping to champion workers' rights and social justice. Benefit from generous time off, flexible work arrangements, and outstanding career development opportunities. This position offers an inclusive environment where every contribution is valued.

Benefits

Generous Time Off

Flexible Work Arrangements

Outstanding Benefits

Defined Benefit Pension Plan

Continuous Growth and Wellness Allowance

Qualifications

• Minimum of five (5) years in a senior administrative role, preferably in a union or political setting.
• Experience supporting human resources and financial processes.

Responsibilities

• Manage complex scheduling, correspondence, and logistics for Directors.
• Coordinate meetings, prepare agendas, draft minutes, and follow up on action items.

Skills

Organizational skills

Time management

Problem-solving

Communication in English and French

Education

Post-secondary education in Business or Office Administration

Tools

Zoom

Microsoft Teams

Webex

Job description

Executive Assistant to the Directors’ Team

Join the UNE Family – Where Dedicated Service and Passion Converge

Step into a role where every effort counts, and every contribution is celebrated. At the
Union of National Employees (UNE), our diverse community is powered by committed and
dedicated employees who provide exceptional service to our 27,000 members across 73
dynamic workplaces. Together, we champion workers’ rights, human rights, and social
justice with unwavering passion.

Since 1967, UNE has stood as a beacon for empowering voices and embracing unique
perspectives across public, private, and non-profit sectors. We believe that our strength lies
in our diversity, and we foster an inclusive environment where every idea is valued, and
every individual can thrive.

By joining our team, you’ll enjoy:

• Generous Time Off: Kickstart your journey with three weeks’ vacation, plus extra
  paid leave to support your wellness.
• Flexible Work Arrangements: Experience a dynamic hybrid model with a minimum
  of two days per week at our office in Ottawa.
• Outstanding Benefits: Benefit from competitive group plans—including Health,
  Dental, Life, and Disability Insurance—fully paid by UNE.
• Financial Security: Secure your future with our Defined Benefit Pension Plan
  featuring balanced (50/50) contributions.
• Continuous Growth: Receive robust support for professional development and a
  wellness allowance of $1,600 per year.

If you’re driven by a commitment to service and ready to contribute to a legacy of positive
change, UNE is the perfect place for you. Join us and be part of a team that makes a real
difference in the lives of 27,000 members and beyond.

Discover your next career chapter with UNE – where your passion meets purpose!
Learn more about the UNE’s Mission, Vision and Values.

PURPOSE OF POSITION

The Executive Assistant to the Directors’ Team provides a wide range of executive-level
administrative support to the UNE Directors’ Team. As a trusted and confidential role, the
position requires autonomy, discretion, and the ability to manage sensitive and political
information in a dynamic environment.

STATEMENT OF RESPONSIBILITIES

• Manage complex scheduling, correspondence, and logistics for Directors.
• Coordinate meetings, prepare agendas, draft minutes, and follow up on action items.
• Support human resources functions such as staffing logistics, onboarding, and file
  management.
• Provide financial administrative assistance, including invoice coding and audit
  preparation.
• Maintain filing systems, databases, and organizational documents.
• Assist with event planning and committee logistics (e.g., Finance and Human
  Resources Committees).
• Ensure compliance with privacy policies and procedures.
• Support the continuous improvement of administrative systems and processes.

QUALIFICATIONS:

Education:

• Post-secondary education in Business or Office Administration, or a related discipline,
  or equivalent combination of education, training, and relevant experience will be
  considered.

Experience:

• Minimum of five (5) years in a senior administrative role, preferably in a union or
  political setting.
• Experience supporting human resources and financial processes.
• Demonstrated experience in event coordination and committee support.
  Knowledge:
• General knowledge of Human Resources and financial procedures, event planning, and
  records management.
• Knowledge of digital and paper filing systems, classification schemes, archiving
  protocols, and privacy requirements under federal or union-related frameworks.
• Knowledge of end-to-end event logistics including venue selection, travel booking,
  catering, technical requirements, and participant coordination.
• Knowledge of formatting standards, writing styles, and proofreading techniques for
  professional communications (briefs, letters, minutes, reports, etc.).
• Knowledge of digital and paper filing systems, classification schemes, archiving
  protocols, and privacy requirements under federal or union-related frameworks.
• Familiarity with coordinating interpretation and accessibility services for bilingual and
  inclusive meetings and events.
• Awareness of inclusive language, accessible communication formats, and culturally
  competent administrative practices in diverse workplaces.

Abilities:

• Ability to use online platforms such as Zoom, Microsoft Teams, or Webex for hosting
  and managing virtual meetings, including use of breakout rooms, screen sharing, and
  recording features.
• Ability to manage executive calendars, prioritizing high-level appointments, and
  coordinating across multiple stakeholders with complex schedules.
• Exceptional organizational skills with the ability to manage multiple priorities and meet
  deadlines.
• Exceptional time management skills
• Ability to research, draft, edit, and proofread professional documents.
• Ability to problem-solve complex issues.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently
• Ability to work collaboratively with diverse teams.
• Strong ability to communicate orally and in writhe effectively in English and French

Personal Suitability

• Judgement
• Tact and discretion
• Strong attention to details
• Initiative

Other:

• Demonstrated Commitment to union values and social justice principles.