Job Overview:
We are seeking a highly organized and detail oriented Temporary Administrative Assistant/Receptionist to support our administrative department. This role offers an excellent opportunity for individuals with strong office management skills, proficiency in various software tools, and experience in administrative support. The ideal candidate will be responsible for managing daily administrative tasks, ensuring smooth office operations, and providing back up to reception. This position is paid and intended as a temporary assignment to assist during peak periods or transitional phases.
Skills, Education, and Experience:
Skills:
- Service-oriented, able to work effectively with stakeholders (locals and members), colleagues, peers, assigned staff etc.
- Skilled at clear and tactful communication to all parties, verbally and written.
- General administrative skills: filing, letter and report writing, record keeping, proofreading.
- Great organizational skills with the ability to set priorities and multi-task.
- Accuracy and attention to detail.
- Critical thinking skills.
- Professional with a common-sense approach to situations.
- Consistent approach to dealing with workload demands and people you interact with.
- Effective time management and organization skills, with demonstrated ability to set priorities and meet deadlines.
- Sets effective boundaries and manages expectations, able to disconnect from work at the end of each day.
- Typing at 65+ words per minute.
Education:
- High school diploma or equivalent.
- Office Administration Diploma or Certification or equivalent
Experience:
- Relevant experience in an office administration position.
- Experience with unions/hearings or a legal background would be an asset.
- Experienced with Office Suite, Apple products, internet applications, in-house programs and printers.
Accountabilities:
- Support assigned staff members
- Provide backup for reception
- Communicate proactively with members through phone calls and email. Determine if escalation is required.
- Check brought forward list daily.
- Draft and prepare correspondence for e.g., letters advancing to arbitration, withdrawals, letters for doctors/ insurance companies.
- Maintain files, listings and records in electronic and hard copy formats.
- Prepare reports, business correspondence, memos, schedules and other statistical data as assigned.
- Participate in meetings as needed.
- Attend and take minutes at meetings as required.
- Manage calendars for individuals being supported.
- Maintain emails and calendars for assigned Labour Relation Officers/ Directors and organize/ prioritize as needed.
- Schedule meetings for Labour Relations Officers Directors and the committee, preparing and distributing agendas, booking venues, catering, technology etc. as needed.
- Arrange meeting coverage for Labour Relations Officers if needed.
- Make travel arrangements.
Perform all other duties assigned by a Director or Manager to support UNA in achieving its objective
Working conditions and physical requirements.
- Office environment with extended sitting & computer use.
- Travel and attendance at UNA offsite work/meetings/elections – must be able to attend in person.
- May work irregular hours on an occasional basis.
Job Type: Fixed term contract Contract length: 5-6 months
Work Location: In person
Pay: From $40.44 per hour
Work Location: In person
