The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Executive Assistant, Office of the President

Division: Office of the President

City: Ottawa, ON

Type of position: In person with occasional remote work

Job Term: Permanent Full-time (35 hours per week) 

Eligibility: Applicant must either be a Canadian citizen or a resident eligible to work in Canada

Union/Non: Excluded

Competition: 25-17

The Professional Institute of the Public Service of Canada, a national union representing over 70,000 professionals and scientists throughout Canada, requires a bilingual Executive Assistant for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities. 

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability.  Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the general direction of the President and the functional supervision of the Senior Advisor to the President, the Executive Assistant provides confidential and administrative assistance, advice, and support to the Office of the President. This position administers a variety of functions including records and document control/management, review and analysis, preparation of correspondence, and coordination of projects and activities. The Executive Assistant works on tasks which are varied and complex, requiring considerable discretion and independent judgment.

Primary responsibilities:

  • Provide confidential administrative management and support including: managing and coordinating calendars and meeting arrangements, report creation and maintenance, project support, preparation of business travel & seminar arrangements, agenda development, expense reconciliation, and minute taking.
  • Develop, implement and adapt internal procedures/guidelines, resources and tools to assist in achieving strategic goals and objectives established by management.
  • Compose, type, format, proofread, arrange for translation and Web posting, and package a variety of documents in various formats. Maintain files, records, and reference material.
  • Assign and distribute work, provide functional guidance through coaching and direction on more complex assignments, monitoring complex files, and validating consistency in approach and adherence to procedures and guidelines.
  • Act as recording secretary and coordinate, prepare, and distribute agendas, notices of meetings, and meeting packages. Take and transcribe formal minutes of meetings and distribute as per Institute policy.  
  • Organize and maintain schedule, including coordinating staff participation, prioritizing requests based on availability and verifying Institute representation at formal functions 
  • Ensure appropriate access to materials, including through the shared drive, intranet and internet sites for the public, members and staff.  
  • Coordinate off-sites meetings and events, including, but not limited to creating agendas, selecting venues, coordinating logistics, and making other necessary arrangements..
  • Ensure the timely review and processing of financial requirements, including budget administration and coordination, invoice processing and related tasks.
  • Participate in preparations for the AGM, as required.
  • Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.
  • May be requested to undertake other related duties on a periodic basis

Knowledge and Experience Requirements 

Education / Experience: 

  • Completion of a two (2) year college program, or equivalent, in a relevant field of study
  • Five (5) to eight (8) years experience providing direct administrative support to a senior executive (ex. President, CEO, Executive Director, VP, Board of Directors, Minister, Deputy Minister, Assistant Deputy Minister or other such equivalent positions),
  • An equivalent combination of education and experience.  

Language requirement:

  • Fluency in both official languages (French and English) is essential.

Skills and experience required:

  • Experience providing administrative support at the Executive level
  • Experience providing confidential administrative support, including coordinating calendars, preparing standard operating procedures, ensuring appropriate file management
  • Experience writing reports, correspondence and document preparation at the Executive level, including proof-reading and editing materials
  • Experience providing coaching or guidance to colleagues, including mentorship, to ensure the proper application of strategies and procedures 
  • Knowledge of Parliamentary procedures
  • Knowledge of office management
  • Knowledge of financial administration
  • Experience recording and transcribe notes at meetings and prepare agendas, minutes, motions, and executive summaries
  • Experience organizing meetings, logistics and disseminating meeting information
  • Knowledge of and experience maintaining confidential and sensitive information
  • Ability to effectively communicate and liaise with external and internal political officials, members and staff
  • Computer skills and experience in word processing, communication tools

Compensation Package

  • Salary Range: $85,647 to $107,060 (G5)
  • Group Benefits (Health, Dental, Life Insurance, Disability Insurance)
  • Defined Benefits Pension Plan
  • Vacation (4 weeks/year) and other generous paid leave
  • Paid time off from December 27th to 31st

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) March 11, 2025.  Please include Competition #25-17 in the subject line.

Submit a cover letter and resume tailored to the qualifications outlined in the job posting. Your documents should include specific examples that clearly demonstrate how you meet the requirements of this position, as your application will be evaluated based solely on the information provided.

If you require accommodation for a disability during the recruitment process, please contact us with your details. Our Staffing team will respond within 48 hours, and all information related to accommodation requests will be handled confidentially.

We are committed to creating an inclusive, psychologically safe, harassment-free, and accessible work environment, starting from the recruitment process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.