Executive Administrative Assistant
Scarborough, ON
AC-7952
Our client represents unionized employees of four companies in the natural gas sector, supporting clerical and field workers across Ontario. This role is essential in supporting the union's day-to-day administrative, financial, and operational needs
The Executive Administrative Assistant is a critical support role responsible for coordinating day-to-day administration, financial processing, event logistics, and office operations. This position provides direct support to the President and leadership team and ensures seamless communication, recordkeeping, and member services in a unionized setting.
Key Responsibilities
1. Executive & Member Support
Our client is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.
For more information, please contact Adam Creaghan, Partner at acreaghan@kbrs.ca or 647-336-1416 or Devyn Kelly, Consultant at dkelly@kbrs.ca or 647 480 1719. If you require accommodation to participate in the recruitment process, please let Devyn know.
Scarborough, ON
AC-7952
Our client represents unionized employees of four companies in the natural gas sector, supporting clerical and field workers across Ontario. This role is essential in supporting the union's day-to-day administrative, financial, and operational needs
The Executive Administrative Assistant is a critical support role responsible for coordinating day-to-day administration, financial processing, event logistics, and office operations. This position provides direct support to the President and leadership team and ensures seamless communication, recordkeeping, and member services in a unionized setting.
Key Responsibilities
1. Executive & Member Support
- Manage calendar, meeting materials, travel, and correspondence for union members and unit Chairs for meetings, and necessary work travel.
- Coordinate and document executive board, council, and unit meetings including agendas, minutes, and follow-up.
- Serve as the primary contact for internal and external stakeholders, union members, vendors, and affiliates.
- Handle incoming calls, messages, mail, and inter-office communications.
- Maintain cleanliness and functionality of the office, kitchen, meeting rooms, and training space.
- Manage parking leases, office equipment servicing, vendor coordination, and supply procurement.
- Liaise with building management and service providers (cleaning, HVAC, security, etc.).
- Draft and distribute email communications, bulletins, and union notices.
- Manage member email databases and send mass communications via Constant Contact.
- Update and maintain the union website, including member information, meeting postings, and news.
- Plan and execute logistics for internal meetings, elections, training programs, conventions, and large-scale events.
- Oversee catering, venue bookings, travel, UB time off tracking, and hotel accommodations.
- Prepare delegate information packages and process related expenses.
- Conduct full-cycle bookkeeping for Local 975 and related funds.
- Process all banking transactions including deposits, online payments, and reconciliations.
- Manage accounts payable and receivable, payroll, government remittances, and T4s.
- Maintain accurate records for audits, financial reports, dues processing, and per capita payments.
- Maintain comprehensive filing systems (electronic and physical) for finances, member records, legal documents, and correspondence.
- Ensure documentation is audit-ready and compliant with union policies.
- Support special initiatives such as scholarships, elections, negotiations, and conventions through documentation and logistics.
- 7+ years in a senior administrative role with financial and event responsibilities.
- Excellent communication, organization, and multitasking skills.
- Experience with union environments and event coordination preferred.
- Strong proficiency in MS Office, email marketing tools (e.g., Constant Contact), and Simply Accounting.
- Comfortable working independently and managing multiple deadlines.
Our client is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.
To express interest in this opportunity, please click on the "Apply Now" button below.
For more information, please contact Adam Creaghan, Partner at acreaghan@kbrs.ca or 647-336-1416 or Devyn Kelly, Consultant at dkelly@kbrs.ca or 647 480 1719. If you require accommodation to participate in the recruitment process, please let Devyn know.
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We appreciate your interest in this opportunity.
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We appreciate your interest in this opportunity.
To learn more about Meridia Recruitment Solutions, our job opportunities, and career advice we invite you to explore our site and subscribe for career alerts.
