Job Description

Trevor Frances Recruitment has partnered with a leading, high-profile national labour union that represents tens of thousands of creative professionals across Canada. Dedicated to establishing industry-leading standards for collective bargaining and advocating fiercely for workers' rights, our client serves as a vital voice for Canadian culture.

To support their mission, they are seeking an exceptional, high-achieving Executive Assistant (EA) to support the office of the National Executive Director.

Position Overview

On behalf of our client, Trevor Frances Recruitment is searching for an Executive Assistant who brings a "Chief of Staff" mindset to a fast-paced, mission-driven environment. Working directly under the National Executive Director, you will provide critical support on a wide range of complex, sensitive, and confidential matters relating to both internal operations and external advocacy.

This role demands peak professionalism, stellar judgment, and absolute discretion. As a natural organizer who thrives on managing competing priorities, you will protect the Director's time while ensuring key strategic initiatives, critical projects, and deadlines receive appropriate visibility and execution. If you excel in a collaborative office environment and want to contribute to an organization making a tangible impact, we want to hear from you.

Major Responsibilities

• Executive Support: Provide high-level administrative support to the National Executive Director (NED). Deliver secondary support to the National President, National Executive, and National Council as required.
• Calendar & Travel Logistics: Manage the NED's complex calendar, schedule meetings, coordinate travel, and prepare all necessary briefing materials in advance.
• Project & Deadline Tracking: Monitor the progress of the Leadership Team’s projects, ensuring all deliverables meet deadlines set by the NED.
• Stakeholder Relations: Represent the office of the NED and Chief Negotiator with exceptional responsiveness and professionalism. Ensure all written and verbal communications to internal and external stakeholders are precise and accurate.
• Meeting & Board Governance: Coordinate logistics for meetings, events, and conference calls. Plan National Council meetings, compile board materials in collaboration with leadership, take detailed minutes, and track action items through to completion.
• Confidential Document Management: Handle highly sensitive information with total integrity. Prepare correspondence, reports, presentations, budgets, and council materials across various formats.
• Information & Financial Admin: Reconcile monthly credit card statements and expense reports. Organize and secure digital and physical files for quick retrieval.
• Operational Agility: Support occasional evening or weekend meetings/events as required, remaining accessible for urgent, time-sensitive matters.

Key Qualifications, Skills, and Knowledge

• Experience: 5+ years of experience as an Executive Assistant, or in an equivalent senior administrative role.
• Education: Post-secondary education in Labour/Employment Relations, Business Administration, or a related discipline is considered a strong asset.
• Confidentiality & Discretion: Proven experience managing sensitive materials with the ability to exercise independent judgment regarding complex operational and legal matters.
• Organization & Multitasking: Stellar time-management, prioritization, and project management skills. Ability to multitask effectively and remain highly organized in a fast-paced environment.
• Communication & Interpersonal Skills: Elite verbal and written communication skills with a polished, collaborative, and professional demeanor.
• Problem-Solving: A proactive, resourceful, and adaptable mindset paired with excellent problem-solving skills and sharp initiative.
• Technical Proficiency: Strong computer literacy across Outlook, Word, Excel, PowerPoint, Google Suite, Microsoft Teams, Zoom, project management software, and digital channels.

How to Apply

If you are a goal-driven professional who takes pride in flawless execution and wants to support national-level leadership, please submit your resume through the Trevor Frances Recruitment application portal.

Our client is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.