Adminstrative Assistant

at  IATSE Local 357

POSITION SUMMARY

IATSE Local 357 is seeking a dedicated and experienced Administrative Assistant to ensure the accuracy and organizational access to the Local’s records and to perform clerical duties. This role involves handling administrative tasks, supporting operational and board activities. This position is full time, 40 hours per week: 9 a.m. - 6 p.m., Monday - Friday, with occasional evening and weekend work as needed. This is primarily a work from home/remote position that will transition to an office in the future. The ideal candidate resides in the area of Stratford, Kitchener-Waterloo, Guelph, or Cambridge.

KNOWLEDGE AND SKILLS

• Excellent organizational, communication, and interpersonal skills
• Knowledge and expertise in database software, creation and management
• Highly proficient in Google Workspace and Microsoft Office, especially Excel
• Ability to work independently and collaboratively

QUALIFICATIONS

• University degree or college diploma in Business or related field
• Minimum 2 years’ experience in an administrative support role
• Proficiency in Microsoft Office, Google Workspace
• Familiarity with project management software such as Trello or AirTable
• Experience with labour unions is beneficial
• Excellent communication skills, written and spoken
• Ability to proofread and edit documents
• Valid G Driver’s License

• Centralize, maintain, update, and track the records of the Local, observing established file hierarchy, share points, access levels
• Archive data and files
• Maintain and update content and records on the Local’s website
• Work in concert with the Local’s Officers to maintain and update the local’s records and membership database, including new hires/permits/advancements to membership/retirees
• Create and maintain a master calendar for executive operating officers - to include meetings, deadlines, tax dates, reporting dates, and committee deadlines
• Maintain and update project management software for the Local’s Executive Board, track project advancement, send project reminders, provide weekly updates on projects to Executive Board
• Maintain and update inventory list of equipment (computers, hard drives, phones, etc.)
• Monitor IATSE Local 357 PO Box, notify recipients of mail/packages, arrange for items’ delivery, sign for, receive, and pick up
• Book meeting locations/rooms as needed and arrange virtual meetings for members/committees/officers as needed
• Take minutes for committee meetings
• Provide documentation support to the President, Business Agent, Executive Board, and standing committees as needed (current contract copies, negotiation support, research facts, provide data, request info from other IATSE offices)
• Other duties as required