Unifor is looking for an enthusiastic and skilled Administrative Assistant to provide support to the Service Department out of the Halifax office. The successful candidate will be working in a fast-paced, deadline-driven environment, supporting several Service Representatives for the Atlantic Region, and must be highly organized with the ability to prioritize.
Duties and responsibilities may include, but are not limited to:
- Perform daily administrative functions in a punctual, professional manner;
- Provide accurate information and exemplary service while managing emails, phone calls from officers, directors, department heads, staff and local members;
- Prepare Notice to Bargain documents and support Service Representatives during the negotiation process (proposals, collective agreements changes, meeting spaces booking, ratification meetings etc.);
- Assist the Service Representatives with files related to Arbitration, Mediation and Conciliation;
- Work with the Regional Director, Area Director, Industry Directors and National Representatives to organize multiple conferences, industry council meetings, training courses and prepare materials for national and regional councils, when needed;
- Organize cost-effective travel arrangements and itineraries for staff as required, following the guidelines for travel as described by the National Secretary-Treasurer’s office;
- Use independent judgment to compose, format, and edit letters, memos, minutes, correspondence, reports and presentations from draft stage to finalization;
- Follow an organized filing/document management process for electronic and paper documents;
- Manage schedules/calendars for staff as required;
- Process office invoices with appropriate approvals in a timely manner and handle the petty cash flow.
- Order office supply in conjunction with the national purchasing department.
- Coordinate all office routines and services including phones, security, coffee, cleaners, tenants, building and property maintenance, etc.
- Process office invoices with appropriate approvals in a timely manner.
- Other duties assigned, as needed and/or to assist other COPE staff across Canada.
Position Requirements:
- • Post-secondary education, diploma holder or equivalent experience;
- Bilingual in French and English is an asset;
- At least 2 years’ experience in a similar role or equivalent;
- Experience in an unionized workplace is required;
- Exceptional knowledge of the bargaining process with no guidance and an ability to source and book interpretation;
- Strong proficiency in online meeting coordination (i.e. Zoom meetings);
- Strong project, event and time management skills, with the ability to juggle multiple tasks and projects at once while working within sometimes tight and competing deadlines;
- Excellent interpersonal, written and verbal communication skills, including effective phone etiquette, to diverse audiences and attention to detail;
- Strong proficiency in Microsoft Outlook and Word, Excel and PowerPoint;
- Proficiency in InDesign is an asset;
- Ability to solve problems and deal with ambiguous situations;
- Highly motivated self-starter with ability to work independently as well as in a team environment.
Interested applicants may apply in writing at @email referencing the position title in the email subject line before 5:00 pm on July 27, 2023.
