Sector Senior Administrative Assistant

EXTERNAL JOB POSTING 

Resumes, accompanied by a covering letter and any other information an applicant wishes to provide, will be accepted up to and including November 16, 2026, for the following vacancy:

TEMPORARY (Up to 12 months) - Sector Sr. Administrative Assistant

Assignment: Sector 3

Note: While the successful applicant will be placed as the Sector Sr. Administrative Assistant for Sector 3, reassignment or temporary relief to another department within the Union Office may occur in the future. This is a temporary assignment of up to 12 months, with the potential to become permanent, subject to the applicable internal Staff Union agreements and processes.

Description of Duties:

Under the direction of the Sector Vice President and Sector Staff Officer(s), perform all administrative and related duties associated with this assignment, such as but not limited to:

• Prepare and word process all Sector-related correspondence, notices, agendas, reports, and minutes with a high level of accuracy and professionalism, including use of Microsoft Word Track Changes for collective bargaining documents and version control.
  
  
• Schedule and coordinate meetings for the Vice President and Staff Officer; arrange travel and accommodations as required.
  
  
• Provide comprehensive administrative support to the Sector, including support for bargaining activities that may involve extensive travel, overnight absences, and lifting/carrying bargaining materials.
  
  
• Under the oversight of the Sector Vice President or Sector/Grievance Staff Officer, assist with dental and other benefit grievances by gathering relevant facts and documentation, reviewing collective agreements and health and dental benefit materials, and coordinating required consents/releases.
  
  
• Provide support to Chief Stewards and retirees on benefits-related matters, including fact-finding, documentation review, and coordination of required authorizations.
  
  
• If required, prepare GRB packages, provide job-related documentation, and coordinate job challenge meetings at the local level.
  
  
• Maintain organized filing and records management systems, ensuring easy access to current and historical documents.

• Maintain and update UnionWare member profiles, employer records, contacts, searches, lists, and sign-in sheets; perform department-specific UnionWare procedures.
  
  
• Assist Sector Chief Stewards with member portal access, password resets, and general support.
• Under the direction of the Office Supervisor, assist or lead negotiations with vendors, contractors, and hotels related to Sector activities.
  
  
• Train relief staff and new elected officials on Sector procedures and administrative processes as required.
  
  
• Perform relief duties for switchboard/reception and assist with mailroom operations as required.
  
  
• Maintain an understanding of the PWU constitution , bargaining process, health benefits, policies & procedures, sector business.
  
  
• Perform other duties as assigned.

*** Full description of duties can be found in the Sector Senior Administrative Assistant Job Document.

Qualifications:

The successful applicant must possess strong administrative, organizational, analytical, and communication skills (including typing a minimum of 45 wpm), with the ability to manage competing priorities independently in a fast-paced environment. Advanced proficiency in Microsoft Word, including tracked changes, document comparison, version control, and complex formatting, is essential. Strong Microsoft Outlook skills, including executive calendar management and meeting coordination, are required, along with working knowledge of Excel, UnionWare, and records management systems.

The applicant must demonstrate excellent written and verbal communication skills, attention to detail, and the ability to draft, proofread, and manage confidential documents, including settlement agreements, correspondence, briefs, and meeting materials. Experience coordinating schedules across multiple individuals and managing documentation for executives, legal professionals, or labour relations teams is highly desirable.

Familiarity with trade union operations, collective bargaining, grievances, mediations, arbitrations, and employee benefit plans would be an asset.

It is understood that the performance of the Sector Sr. Administrative Assistant will require the applicant to perform assignments both at the Union office and at other locations which are remote from their regular residence, including requiring being away overnight. This position requires that the incumbent drive to meetings and other events in locations remote from the PWU office, and therefore, the incumbent must have and maintain a valid Ontario driver’s license. Applicants must provide a copy of a valid driver’s license with their application

Preferred Qualifications:

• Post-secondary education in executive administration, legal administration, business administration, or a related field.
• Three to five years of experience in an executive assistant, senior administrative, legal administrative, or similar role.
• Additional training or certifications in Microsoft Office, legal administration, labour relations, records management, or document control.
• Experience drafting settlement documents and managing tracked changes, document revisions, and confidential records.
• Familiarity with mediation, arbitration, collective bargaining, and employee benefit plans.
• Experience supporting senior executives, legal counsel, or union leadership in a fast-paced environment.

Equivalent combinations of education, training, and relevant experience will be considered.

Location: Power Workers’ Union Office

244 Eglinton Avenue East

Toronto, Ontario M4P 1K2

Salary: $2,344.86 (effective November 1, 2025) per week in accordance with the Staff Union Collective Agreement.

Other: Will be paid 10% above the current rate in lieu of vacation and statutory holidays. Shall earn sick leave credits of one-half (1/2) day at one hundred percent (100%) pay for each month of accumulated service to a maximum of six (6) days. Annual unpaid vacation entitlements shall be then (10) working days.

Vehicle: As a Temporary position, there is no entitlement to a vehicle or vehicle allowance for this position. Mileage expense for the use of a personal vehicle for work purposes will be compensated as per the PWU Staff Collective Agreement.

Hours of Work: 35 hours per week. Staggered hours beginning not earlier than 7:00 am with a half-hour lunch. Employee may select her/his own hours in accordance with the Staff Union Collective Agreement.

Overtime: In accordance with the Staff Union Collective Agreement.

The PWU supports the principles and practices of diversity in the workplace.

The PWU encourages applications from all qualified candidates. Contact Shelby Nielsen, Executive Assistant, at snielsen@pwu.ca or 416-322-2430 if you need accommodation at any stage of the application process or would like more information on our accommodation policies.

Resumes, accompanied by a covering letter and any other information an applicant wishes to provide will be accepted on or before November 16, 2026, and should be forwarded to the attention of: Andrew Clunis, President at pwu@pwu.ca