Competition #: 2025-3
Posting date: January 24, 2025
Closing date: February 7, 2025
Duration: Indeterminate
Classification level: Level 3
Salary: $78,195 – $93,451 (under review) Number of positions: 1
Language requirements: Bilingual
Status: Excluded
About the Association
The Canadian Association of Professional Employees (CAPE) is a dynamic and progressive union representing over 25,000 professional employees in the federal public sector. At CAPE, we are committed to fostering an inclusive and equitable environment for all our members.
Our organization offers a:
- Progressive work environment
- Flexible Work Model & Remote work opportunities
- Seamless transition for public servants
- Great work-life balance
Position Summary
The Executive Assistant (Excluded) provides specialized and general administrative services to the General Counsel and the Director Policy as well as the Executive Director. This role will support the day-to-day work of both Directors and assist them in responding to a wide range of requests.
The Executive Assistant (Excluded) will assist both Directors in the handling of confidential and sensitive information pertaining to CAPE members, CAPE staff, and the Association as a whole. The Executive Assistant (Excluded) will be required to ensure that confidential information is handled with care and in accordance with relevant legislation.
Requirements
Education & Experience
- College certificate in Office Administration or a closely related field.
- At least three (3) years of relevant experience or similar work.
Note: Equivalent combinations of education and/or experience will be considered.
Key responsibilities
- Provide administrative services tailored to the needs of both members of the management team.
- Attend confidential meetings and assist in the handling of confidential information including labour and employee relations information, financial information, and medical and other personal information, employment records, settlements and negotiations, staffing and other organizational decisions, and related information.
- Organize and assist in the preparation of confidential documents related to CAPE’s strategies, plans, or positions regarding collective bargaining negotiations for CAPE members and CAPE staff.
- Provide administrative support for grievance procedures, adjudication/arbitration hearings, internal dispute resolution processes and other files.
- Assist with the management of confidential communication, email, files and other related tools.
- Prepare and organize support materials required for ongoing projects.
- Keep both Directors well informed of sensitive issues related to meetings or events and ensure they are fully prepared and supported for same.
- Exercise judgment in determining appropriate responses to requests for meetings, including setting urgent and non-urgent meetings, balancing competing priorities and referring inquiries to other responsible parties as necessary.
- Act as a point of contact between Directors and other senior elected officials or senior staff within the Association to ensure the effective flow of information and follow-up.
- Liaise with various stakeholders, including CAPE staff, CAPE members, elected officials, and third parties to support ongoing projects.
- Assist with the preparation and filing of documents with the Federal Public Sector Labour Relations and Employment Board, other administrative agencies and other relevant entities.
- May perform other duties that are typical of this position as assigned.
Other skills and abilities
- Knowledge and use of computer databases and internal file management systems.
- Knowledge of internet search tools, web-based research and publishing
- Extensive knowledge of Microsoft Word, Excel, and PowerPoint.
- Good knowledge of the organization, structure and mandate of CAPE, federal departments and agencies which employ CAPE members, of unions representing employees in the Federal Public Service of Canada, and of other related organizations.
- Good knowledge of and demonstrated commitment to union and equity principles.
- Ability to organize and prioritize their work.
- Ability to work as part of a team and independently, under pressure and meet deadlines.
Condition of employment
- Must meet the language requirement of the position.
Additional Information
- Candidates must be fluently bilingual in both English and French at the time of application. This position requires advanced proficiency in both spoken and written English and French, and candidates should be prepared to demonstrate this fluency during the recruitment process.
- If you are Indigenous such as First Nations, Inuit or Métis, a person within an equity-deserving groups, or a person of color, we encourage you to self-declare in this recruitment process. This self-declaration information may be factored into selection decisions and to address CAPE’s commitment to increase representation for these groups.
- CAPE is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact rh-hr@acep-cape.ca. All information received in relation to accommodation will be kept confidential.
- An eligibility list of applicants may be established from this process to staff similar positions within CAPE.
- Acknowledgment of receipt of applications will not be sent; we will contact applicants when the screening and interview phases are completed. The recruitment committee reserves all rights to use any methods that they deem appropriate to evaluate the applicants.
- Communication for this process will be sent via email. It is the responsibility of the applicant to ensure that accurate contact information is provided and updated as required and to update their personal information when it changes. Applicants who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).
- Time-sensitive correspondence may be transmitted via email, and it will be the applicant's responsibility to check their email regularly. Failure to respond to communications may result in elimination from this process.
- CAPE may decide to use top-down or random selection or any other additional qualification to determine the number of applicants who will be considered for the next stage of the evaluation.
How to Apply
Interested applicants should submit their resume, a cover letter outlining their interest in the position and relevant qualifications and contact information for two professional references to rh-hr@acep-cape.ca by February 7, 2025.
We thank all applicants for their interest in this position.
