The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Administrative Assistant - National Representation (NPO)

Vacancy

Division: Labour Relations Services

City: Ottawa, ON

Type of position: Hybrid with desk sharing

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

Union/Non: IAM local 3011

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

Competition: 25-21

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 70,000 professionals and scientists across Canada, is seeking an Administrative Assistant to join our National Representation team at our 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 direction of the Director, Labour Relations, the functional supervision of the Manager, National Policy Office, and guidance of the Team Leads, the Administrative Assistant provides administrative and clerical support to the team. 

Primary responsibilities:

  • Provide administrative support to members of the team, including NPO Coordinator(s).
  • Answer phone calls, review and respond to emails and voicemail to ensure issues receive attention in a timely manner.
  • Triage, respond, and direct enquiries from internal and external stakeholders to appropriate Officers or other sections. Liaise with other sections as required.
  • Prepare, type, format, proofread, and package a variety of documents in various formats. (i.e. grievances, arbitration documents, documentation in preparation of consultation meetings) and prepare reports as required. 
  • Maintain files, records, and reference material in appropriate databases.
  • Record and produce minutes of meetings as instructed.
  • Schedule appointments, events, and meetings. Arrange location, time, meeting facilities, and assemble required documentation. 
  • Submit meeting requests for approval, and input travel and meeting requirements into the Institute’s relevant systems. Arrange travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned.
  • Arrange for translation, update and collate information, create templates, and complete web postings (in accordance with safety bulletins).
  • Coordinate purchase of supplies & services and assist with team training registrations.
  • Support with the onboarding of new team employees as required.
  • May be required to provide backup for other similar level positions. 
  • May be required to attend in-person PIPSC events
  • 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: 

  • Secondary school or equivalent
  • Two (2) to three (3) years experience in performing secretarial, clerical, and administrative duties, or
  • An equivalent combination of education and experience

Language requirement:

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

Skills and experience required:

  • Basic knowledge of labour relations terminology
  • Experience in general office practices and procedures
  • Data manipulation skills to properly locate data
  • Ability to set work priorities
  • Ability to take and transcribe minutes of meetings
  • Ability to maintain a filing system
  • Ability to compose routine correspondence
  • Ability to proofread and correct errors
  • Computer skills and experience with word processing and communication tools

Compensation Package

  • Salary Range: $55,809 to $69,762 (G2)
  • Group Benefits: Health, Dental, life Insurance and disability Insurance
  • Pension Plan: Defined Benefits
  • Vacation: 4 weeks per year, plus other generous paid leave
  • Paid Time Off: December 27th to 31st

Note 

Preference will be given in accordance with the provisions of the Collective Agreement for the IAM Local 3011 bargaining unit.

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) April 18, 2025.  Please include Competition #25-21 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.