Assistant to the Director, Public Affairs and Member Services (19-month term)

Internal/External

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Division: Public Affairs and Member Services

City: Ottawa, ON

Type of position: Hybrid with office

Job Term: 19-month term, Full-time (35 hours per week)

Eligibility: Applicant must either be a Canadian citizen or a resident eligible to work in Canada

Union/Non: Excluded

Competition: 25-32

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 70,000 professionals and scientists across Canada, is seeking an Assistant to the Director for a 19 month term at its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Director, Public Affairs and Member Services, the Assistant provides confidential and administrative assistance, advice, and support to the department. In this role, the Assistant works to increase the efficiency of the Director by strategically managing day-to-day functions, as well as providing support to the department Team Leads. The Assistant consistently remains highly organized in a fast-paced, changing environment and takes an active role in assisting the Director with ensuring progress on projects and priorities.

Primary responsibilities:

Manage the Director’s calendar and assist with scheduling meetings and appointments.
Organize meeting logistics, prepare agendas, and take and distribute meeting notes.
Receive, sort, and direct incoming emails and correspondence; flag urgent items.
Prepare, proofread, and format documents, emails, and presentations.
Assist with document translation requests and coordinate content posting to the website in both official languages.
Maintain organized paper and electronic files, records, and reference materials.
Respond to routine inquiries from staff, other departments, and external contacts.
Assist in planning and coordinating events, workshops, and team activities.
Provide administrative support for communications and policy projects (e.g., formatting documents, tracking deadlines).
Make travel arrangements and process expense claims on behalf of the Director.
Track departmental budgets and support budget implementation, including facilitating invoice payments, obtaining approvals, maintaining accurate budget-line tracking, and providing routine budget status updates or reports to the Director.
Track staff leave requests, update records, and assist with the payroll system to resolve time entry or payroll-related issues.
Coordinate and submit HR documentation related to hiring, acting appointments, leaves, and other personnel changes.
Support new employee onboarding and training activities.
Liaise with other administrative staff to coordinate department-wide support.
Provide coverage for other administrative roles as needed.
Perform other related duties as assigned

Knowledge and Experience Requirements

Education / Experience:

Completion of secondary school diploma plus at least one year post-secondary education
Three (3) to five (5) years of experience in performing administrative and clerical duties, or an
equivalent combination of education and experience

Language requirement:

Fluency in both official languages (French and English) is preferred

Skills and experience required:

Experience in office administration and project management.
Ability to handle sensitive information with discretion and confidentiality.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills, preferably bilingual (French and English)
Proactive problem solver able to work effectively in a fast-paced environment.
Interest in the Canadian Labour Movement and the Institute’s policy, communications, mobilization, and government relations direction.
Experience with confidential office practices and administrative procedures.
Ability to manage schedules, organize meetings, and take accurate minute

Compensation Package

Salary Range: $65,679 to $82,098 (G3)
Group Benefits: Health, Dental
Vacation: 4 weeks per year, plus other generous paid leave
Paid Time Off: December 27th to 31st

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) June 19, 2025. Please include Competition #25-32 in the subject line.

Submit a cover letter and resume tailored to the qualifications outlined in the job posting. Your documents should include specific examples that clearly demonstrate how you meet the requirements of this position, as your application will be evaluated based solely on the information provided.

If you require accommodation for a disability during the recruitment process, please contact us with your details. Our Staffing team will respond within 48 hours, and all information related to accommodation requests will be handled confidentially.

We are committed to creating an inclusive, psychologically safe, harassment-free, and accessible work environment, starting from the recruitment process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.