Confidential Secretary

Job Description

Job Description

Confidential Secretary

Canadian Territory Office

18 Wynford Drive, Unit 310, Toronto, M3C 3S2 Canada

Organization :

The International Association of Machinists and Aerospace Workers (IAM&AW) is a large and diverse labor union, representing over 600,000 active and retired members across North America.

Each member makes a significant contribution to the success of the union standing together to improve the lives and livelihoods of workers, families, and communities.

The mission of the IAM is to help individual members realize that potential.

Location : Toronto, Ontario (North York)

Posi tion Description :

The Confidential Secretary performs administrative duties, secretarial support, and business work of a highly confidential and sensitive nature for the General Vice President’s Office.

The Confidential Secretary reports directly to the Canadian Territory General Vice President.

This is salaried position with a very competitive and comprehensive wage & benefit package including fully employer-paid family health care and defined benefit pension, paid vacation days, sick days and holidays.

Qualification Requirements Must have a minimum of 5 years of administrative experience, preferably supporting executives or upper management.

Bachelor’s degree preferred. Bilingual- (French & English) written and oral is essential . The successful applicant may be allowed up to thirty (30) days to demonstrate a satisfactory ability to perform the expected job duties.

Please note that Occasional travel will be required as such the applicants will need a valid passport or have the ability to obtain one.

Office / Special Skills :

• Computer and Keyboarding : 65 wpm
• Proficient with Microsoft Office Suite - Microsoft Word, Access, PowerPoint and Excel as well as database systems to create and properly finalize documents related to duties and responsibilities is required.
• Maintenance of contract data bases
• Bookkeeping, scanning and electronic filing.
• Exceptional Written and Oral Communication. Must communicate clearly and concisely, both orally and in writing. Ability to comprehend rules, policies, and procedures, and the ability to communicate them to others.

Must be able to answer telephone efficiently and courteously.

• Demonstrate ability to perform administrative and general support duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative.
• Strong attention to detail and accuracy. Must be able to work under pressure.
• Detail oriented, advanced organizational skills, and follow through on multiple tasks and matters is essential.
• Must have demonstrated ability to work independently with little or no instruction or supervision.
• Must show a pleasant demeanor and be innovative and participatory rather than reactive. Must be able to add, subtract, multiply, and divide in all units of measure.
• Must have advanced analytical skills.

Duties and Responsibilities :

• Performs a broad range of secretarial duties for the General Vice President’s Office, but not limited to typing, check requests, travel reimbursements, filing, answering telephones, composing, and preparing correspondences.
• Reviews and logs mail and other communications and information that filters through the General Vice President’s Office, which includes noting the action taken and location in files and ensures continuity and proper processing in line with established headquarters policies, rules, practices, and procedures.
• Provides back-up and support to the Territory Office Receptionist as needed.
• Performs administrative and general duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative.
• Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.
• Extended hours are required.
• Protects the IAM’s International operations by maintaining confidentiality of any data or materials of a sensitive of confidential nature.
• Makes travel arrangements for the General Vice President.
• Prepare assignment letters for Staff, dispensation requests, maintain vacation and holiday schedule for entire staff.
• Conferences and meetings preparation and planning.
• Preparing memos, letters, tables, reports, etc.
• Maintaining correspondence / files.
• Proficient at proofreading and editing.
• Self-motivated and organized.
• Interface with members and Local & District Lodge leadership
• Manage office workflow.
• Transcribe, format, and prepare letters, reports, tables, and memos. Must have the ability to professionally compose correspondence, spell correctly, use proper grammar and punctuation.
• Conferences and Convention related activities significantly increase workload and require increased travel during those periods.

Must meet attendance standards and work extended hours on a regular basis as needed. Must be able to handle multiple priorities with frequently overlapping deadlines and interruptions.

Working Conditions :

The work is performed in a normal office environment. The noise level in the work environment is usually low to moderate.

The work atmosphere is fast paced and deadline oriented.

Physical Demands :

The position involves, but is not limited to, written and oral communication skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending, and reaching.

Duration :

This is a full-time position; closes when position is filled.

The IAM embraces diversity and equal opportunity. The more inclusive we are, the stronger the organization. We do not discriminate on the basis of race, religion, color, national origin, gender, gender identity or expression, sexual orientation, age, marital status, pregnancy and pregnancy related status, veteran status or disability.