Executive Assistant to the Directors’ Team

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.