Job Overview

The Newfoundland and Labrador Federation of Labour (NLFL), is an umbrella labour organization representing 65,000 union members in 25 affiliated unions in every community in NL. We are inviting applications for the position of Executive Secretary/Assistant.

The Executive Secretary/Assistant provides executive assistance to the President and maintains the administrative and financial operations of the NLFL.

We are seeking a motivated individual with strong union principles and an above average work ethic, significant experience and extensive knowledge of the complexity of the Federation of Labour’s mandate, a proven record in organizational, administrative and financial management as well as the ability to foster quality working relationships within the union and with external organizations.

This highly skilled position requires someone with the necessary qualifications to assume duties with considerable autonomy, extensive knowledge of ongoing labour, political and social issues, accounting practices, above average writing and communication skills, demonstrated experience preparing high standard correspondence, and office management skills as well as the ability to create strong relationships with political, business, media and community allies.

The successful candidate must exercise discretion and judgement in contributing to the successful running of the NLFL, and be able to interface with internal and external stakeholders on confidential and complex matters, and will be required to attend Executive Committee and Executive Board of Directors’ meetings and conventions for the purpose of taking minutes.

All work will be carried out under the direction and supervision of the President.

Key Responsibilities and Duties

Administrative Assistant

Essential duties related to the Administrative Assistant function of the job include an ability to perform accounting, bookkeeping, payroll, costing and related clerical work aimed at maintaining all financial and accounting records of the NLFL.  This involves using varied accounting practices, human resources and related clerical functions in the areas of account receivables and payables, payroll, staff accruals, postings and checking entries, balancing accounts, bank reconciliation and the preparation of budgetary preparations and account analysis for year end audit purpose and various reports. Considerable experience in secretarial, administrative and advanced office practices is essential.

Maintain accurate financial records, including book keeping and payroll.
Prepare and maintain all required Financial Reports and Statements including budgets.
Maintain Employee Records & Administer Employee Benefit Plans.
Managing day-to-day staffing items under the direction of the President, including time off requests, vacation and other leaves, and employee expenses.
Assisting with project analysis and costing information.
Assist with month-end and year-end close procedures and audits.
Assist with current and pending proposals.
Other administrative/office duties as required by the President and/or the Secretary-Treasurer.

Executive Assistant

The Executive Assistant provides assistance to the President of the NLFL which includes scheduling, email, meeting and conference call set ups, and travel coordination.

Format letters, briefs, reports as requested by the President.
Ensure reports and actions are submitted as necessary.
Coordinate executive committee, executive council, and standing committee business.
Track and maintain Constitutional requirements/mandates.
Coordinate media and briefings.
Prepare agendas and related documentation for Executive Council meetings, as well as attend, take and distribute minutes, and follow-up action items.
Liaise with affiliated local unions under the jurisdiction of the Federation, including dissemination of news, emails, updates, information queries and requests.
Organize/Coordinate NLFL conventions, conferences, schools and other events, under the direction of the NLFL President.
Other EA duties as assigned by the President.

Qualifications

Post-secondary education in accounting or business (BCom, BBA, or diploma in accounting).
3-5 years of experience in accounting in a similar role.
Ability to analyze financial information.
Knowledge of AccPac is considered an asset.
Ability to create monthly “Statements of Earnings and Expenditures “ and “Balance Sheets”.
Experience with successful proposal or grant writing.
Understanding of the labour movement, the structure of NL Federation of Labour, community organizations, political and governmental systems.
Highly organized and detail oriented.
Ability to work well independently and as part of a progressive team.
Advanced computer skills including demonstrable experience in Microsoft Office Suite.
Strong communication, organization, analytical and interpersonal skills.
Social media knowledge is an asset.

This position will report to the President of the NLFL.

Salary and benefits as per current Collective Agreement.

Closing date for applications: June 20, 2015.

Please submit applications and resumes to:

President – Newfoundland and Labrador Federation of Labour
P.O. Box 8597, Stn. A
St. John’s, NL, A1B 3P2
president@nlfl.nf.ca

Reference: Executive Secretary/Assistant-CB