Executive Assistant, Canadian Operations

About Our Client

Our client is a leading national labour union focused on advocacy, policy development and member services for professional emergency responders. Their Canadian headquarters in Ottawa drives strategic initiatives and stakeholder engagement across the country. This non-unionized, confidential role provides senior-level executive support and access to highly sensitive internal information.

Core Competencies & Qualifications

• Executive Support Experience: 5+ years supporting a senior executive or team within a large, complex, international organization

• Education: Post-secondary diploma or degree (college or university) preferred

• Technical Proficiency: Advanced computer literacy, including MS Office Suite, MS Teams, SharePoint and other digital collaboration tools

• Communication Skills: Exceptional interpersonal, influential, verbal and written communication; ability to draft reports, briefing notes, speeches and presentation materials

• Business Acumen: Familiarity with operational processes, financial reporting, budget-control procedures and expense-claim administration

• Organizational Rigor: Demonstrated ability to work under pressure, meet tight deadlines, maintain accurate records and produce high-quality deliverables

• Discretion & Integrity: Proven track record handling highly sensitive financial, legal and strategic information with the utmost confidentiality

• Work Ethic & Flexibility: Strong commitment, willingness to work extra hours on short notice and to travel for meetings or events as required

• Assets: Bilingual (French/English) and experience within the labour movement or government environment

Key Responsibilities

• Governance & Strategic Planning: Coordinate and manage confidential materials—board-level reports, internal briefings and executive summaries—for senior leadership

• Financial Coordination:

  • Monitor financial forecasts, prepare confidential budgets and support contract management

  • Track incoming/outgoing invoices and administer expense claims in compliance with policies and GST regulations

  • Liaise with Procurement to manage vendor contracts, usage/licenses tracking and renewals/negotiations

• Legal & Compliance Support: Securely support execution and management of legal and financial documents, ensuring adherence to internal policies and regulatory requirements

• Communications & Documentation:

  • Draft, update and coordinate correspondence (emails, memos, templates) and presentation decks

  • Produce issue-management correspondence, briefing notes and speech materials

• Meeting & Records Management:

  • Attend strategy meetings, maintain confidential records of decisions and follow-up actions

  • Organize webinars, conferences and stakeholder events (logistics, agendas, minute-taking)

• Stakeholder Liaison: Build and maintain professional relationships with senior leaders, affiliate locals, government agencies and external partners

• Executive Delegation: Act as a trusted delegate for the Assistant General President—managing confidential communications and representing the office in their absence

• Office Administration: Oversee daily operations of the Ottawa office, including supplies, vendor relationships and facility coordination

Why This Opportunity Matters

• Impact: You’ll enable national policy and advocacy work that directly affects professional responders and their communities

• Growth: Exposure to senior-level strategy, confidential governance processes and cross-departmental initiatives

• Culture & Benefits: Collaborative environment; comprehensive health/dental coverage; defined-benefit pension plan; generous paid time off; professional development support; free onsite parking

How to Apply

Please submit your résumé and a brief cover letter—highlighting relevant executive-support achievements—to [email protected] with the subject line “Executive Assistant – Canadian Operations.”
Applications received by July 25, 2025 will receive priority consideration.

Our client is committed to inclusive hiring and encourages applications from candidates of all backgrounds.