Administrative Assistant, Ontario Regional Union Office

Employment Equity:

The CEIU as an Employment Equity employer encourages applications from equity group members. CEIU is committed to the hiring of qualified candidates from the following equity groups as defined by CEIU/COPE: women, racially visible, First Nations, Métis, Inuit, persons with disabilities, LGBTQ2+.

Purpose of the Position:

As part of the Ontario Regional Union Office (RUO) team, the Administrative Assistant provides comprehensive administrative services that enable the Regional Union Office to fulfill its role in a timely and credible manner. Under the direction of the Director of Representation & Labour Relations, they maintain the administrative aspects of the RUO and carry out a wide variety of administrative, secretarial and clerical responsibilities to ensure efficient operation of the RUO and CEIU.

Key Duties:

Reporting to the Director of Representation & Labour Relations, the successful candidate will be responsible for:

• Receiving all grievances and complaints and creating a file in a database.
• Maintaining filing system and maintaining BF system as required
• Checking that all pertinent sections are completed and correcting any discrepancies or requesting additional information by contacting the local steward concerned or the grievor
• Setting up systems to process mass or special group grievances, retrieving proper background material for case presentation or correspondence for national union representative(s)
• Providing up-to-date information as required to CEIU national office regarding grievances, complaints and adjudications.
• Vetting phone and email inquiries (from general inbox) from all locals and assigning to NURs
• Ensuring the RUO has an up-to-date list of Local Balloting Chairpersons.
• Coordinating distribution of election material to Locals, as required
• Receiving returned ballots on behalf of Regional Elections Chairperson as required; may assist in their verification as required.
• Mailing out reports on results for the Regional Elections Chairperson, as required.
• Researching, costs and recommending purchase of appropriate office equipment and furniture
• Maintaining inventory and ensuring the efficient operation of office equipment, etc.
• Arranging the move and/or reorganization of the RUO, if required, by obtaining estimates, providing quotes for approval, recommending, arranging for disconnection / reconnection of services, assisting with packing and unpacking of office files, material and equipment
• Fulfilling property management requests of tenants when required, contacting them for repairs and or building issues.
• Preparing outgoing mail; taking special delivery and registered letters to post office on occasion; packaging small parcels for mailing and processing regular, massive mailings
• Maintaining maintenance of machine; using priority post / Xpresspost, courier when necessary
  • Obtaining costs for hotel and facilities and travelling to and from such meetings and making bookings on basis of approved budget
  • Checking calculations on expenses for annual presidents’ conference, district and special meetings, training courses, arranged by vice-president(s) / national union representative(s), when requested/required.
  • Performing administrative functions including minute taking at conferences, meetings and events when requested and approved.
  • Copying, collating, stapling, dispatching necessary material for courses, conferences, meeting and events to ensure material is available.
  • Contacting members regarding cancellations and/or confirmation of attendance
  • As requested, may assist with other national or regional conferences, meetings and events
  • Assisting NVPs in preparing and distributing communications for locals and/or regional councils
• Preparing and compiling resolutions for conferences and conventions as requested
  • Answering and screening telephone calls, providing non-technical information to authorized persons.
  • Meeting visitors
  • Making appointments
  • Maintaining and updating the website
  • Performing other office functions as required

Qualifications:

• Ability to communicate effectively, both orally and in writing including the ability to relay information in a clear/concise manner.
• Three to five years’ experience in an administrative support role.
• One to three years’ experience in a similar capacity.
• High school diploma.
• Excellent time management skills, including planning, prioritizing and multitasking to meet multiple deadlines.
• Strong interpersonal skills with the ability to work courteously and cooperatively with management, members and other stakeholders.
• Experience with some of the following computer systems including Windows, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), UnionWare, Adobe Acrobat and scanner software.
• Ability to work independently, taking initiative as required and as part of a team.
• Ability to maintain a high level of confidentiality and exercise sound judgment.
• Knowledge of the overall structure of CEIU and PSAC.
• Experience working in a unionized environment would be an asset.
• Experience with a variety of office equipment including photocopier, fax machine, postage meter, multi-line phone system, phone headsets, Polycom conference phones, scanners and building security systems.
• Lifting of up to 20 lbs; items include banker and paper boxes, pamphlets, printers, laptops and fax machines.
• Travel is required as needed, both regionally and nationally.

Closing Date:

All applications must be received by the end of business day on August 23, 2025.

How to Apply:

1. Please follow these guidelines if you are applying for the position: The applicant must submit a letter of intent explaining how they meet the qualifications and an updated resume.
2. Applicants must clearly indicate, in their letter or resume, their second official language as well as their linguistic proficiency in that language using one of the following: no knowledge, beginner, intermediate or advanced.
3. Please indicate in your letter of intent whether you are an employee or a member of the PSAC family and, if so, to which part of the PSAC you work for or which Component or DCL you belong.
4. All applications must be submitted by email to human resources at the following email address: hr@ceiu-seic.ca . Please specify, “CEIU – Administrative Assistant - Ontario

Accommodations are available on request for candidates taking part in the selection process. For accommodation needs or to obtain a copy of documents in an alternate format please email hr@ceiu-seic.ca

The CEIU would like to thank all candidates in advance for their interest in this position although only those candidates that meet the essential qualifications will be contacted for further assessment.