External Description:

Administrative Assistant

The Air Line Pilots Association, International (ALPA), the largest airline pilot union in the world and the largest non-governmental aviation safety organization in the world seeks an Administrative Assistant for our Toronto office, located in Mississauga. ALPA represents more than 78,000 pilots at 41 airlines in Canada and the United States. The Administrative Assistant provides support for the Air Canada (ACA) Master Executive Council (MEC) office by word processing and proofreading a variety of letters, reports, briefs, contracts, forms, news updates, and the like, related to the work of the office; taking notes at meetings and providing drafts for review prior to distribution; assisting in the compilation of data for reports; updating online calendars, as appropriate; assisting in maintaining current and up-to-date files, filing and/or purging materials as directed and in accordance with Association policy and procedure and the Document Management Program; duplicating, collating, and distributing a variety of documents, as directed; ordering supplies; and, making hotel and travel arrangements, as directed by the MEC officers and committees, as well as coordinating office meetings.

As the primary backup for the Administrative Assistant/Receptionist, they will also answer phones; receive visitors to the office; provide general information and/or route callers or visitors to appropriate persons; schedule couriers; and, open and distribute incoming mail in accordance with office procedures. Responsibilities will require regular communications with member pilots, officers, and committees; Event Planning, Purchasing, and other Association staff; hotels; vendors; and, consultants.

Travel required within Canada and U.S.: 2 – 5%.

ALPA is an equal opportunity employer that is committed to diversity and inclusion in a safe workplace. We prohibit discrimination, harassment and harmful behaviour of any kind based on race, colour, sex, religion, sexual orientation, national origin, gender identity, caste, disability, genetic information, pregnancy, or other protected characteristics, including Aboriginal peoples and visible minorities, as outlined in federal or provincial laws. We highly value everyone and all are encouraged to apply, including minorities, veterans, and people with disabilities.

This position is covered by a collective bargaining agreement.

ALPA is a member-driven, staff supported, union with two internal professional unions.

Minimum Requirements:

Secondary School Diploma (SSD) or Diplôme d'Études Secondaires (DES) required, with some post-secondary education and/or college course work preferred.
Two (2) years of related experience strongly preferred but not required; or, the equivalent combination of education and experience.
Customer/member service experience strongly preferred.
Ability to transcribe, take fast notes, and/or shorthand strongly preferred.
Experience maintaining web-based applications preferred.
Solid verbal and written communication and interpersonal skills, as well as diplomacy and tact, to work effectively with all levels of contacts, internal and external.
Software: Microsoft Word, Outlook, Excel, and PowerPoint.
Able to work a flexible schedule on short notice as needed.

Physical Demands:

Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.

Constantly operates a computer. Regularly required to maintain a stationary position; move about the office; determine what others have said or written; and, converse with others and exchange accurate information.

Regularly required to sit, stand, bend, reach, and move about the office and the local metropolitan area. May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.

Occasionally required to move, raise, reach, and/or retrieve binders, boxes, and files up to ten (10) pounds (lbs.). Sporadically and/or while on travel, could be responsible to move, raise, reach, and/or retrieve luggage and/or boxes weighing as much as 50 lbs. (Assistance may not always be available.)

ALPA offers competitive salaries with enhanced benefits, including:

27 days paid vacation and holidays per year plus 2 volunteer days per year;
generous sick and bereavement leave;
company-paid premiums for family supplemental health care (supplemental medical, dental, prescription, and vision for employee, spouse, and dependent children), life insurance, and long-term disability insurance;
Education Assistance Program; and,
Non-elective employer contributions of 13% made to individual RRSP account after 180 days of employment.

PROJECTED ANNUAL SALARY RANGE: CAD $62,144.00 – CAD $83,026.00

Relocation not provided.

Air Line Pilots Association, Int'l.

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Administrative Assistant