Administrative Assistant

Description:

The MAHCP Administrative Assistant supports office operations and staff, facilitating communication between internal and external stakeholders. This role is essential in ensuring workplace efficiency by delivering accurate and timely reports and materials. The ideal candidate will be proactive, reliable, meticulous, and capable of managing multiple tasks in a fast-paced, collaborative environment. Strong organizational skills, discretion, and commitment to quality are crucial, as well as the ability to provide excellent customer service.

Key Responsibilities:

• Proofread and format documents such as collective agreements, letters, reports, and presentations.

• Take and distribute meeting minutes, highlighting action items for follow-up.

• Plan, collect, and prepare information for meetings and events.

• Manage and coordinate multiple calendars, including appointments, meetings, and presentations.

• Coordinate with other administrative staff to ensure shared resources (e.g., supply room, copiers, lunchroom) remain stocked and functional.

• Perform financial data entry and reconciliation.

• Coordinate and manage all aspects of business travel, including transportation, accommodation, and itineraries.

• Create and maintain files and file systems.

• Provide general office support and assist other administrative assistants as needed.

• Complete special projects and assignments as required.

• Perform other related duties as assigned.

Technical Competencies & Characteristics:

• Ability to prioritize and expedite high-priority matters.

• Exceptional verbal and written communication skills.

• Strong organizational skills with attention to detail and ability to multitask.

• Excellent people skills and emotional intelligence for relationship building and change management.

• Forward-thinking with proactive problem-solving abilities.

• Ability to work both independently and collaboratively within a team.

• Professional management of stress in high-pressure situations.

Qualifications:

• High school diploma required; completion of an Administrative Assistant program preferred.

• Minimum of three years’ experience in an administrative support role.

• Proficiency in digital tools such as Microsoft Office 365 and Microsoft SharePoint; willingness to learn new applications like Unionware and QuickBooks.

• Familiarity with labor union environments is an asset.

Working Conditions:

• Typical workweek as agreed in the UNIFOR Collective Agreement.

• Flexibility required for meetings and project deadlines.

• Travel or driving may be required.

Compensation:

• As per the UNIFOR 191 Collective Agreement.