Executive Assistant

**ONTARIO SECONDARY SCHOOL TEACHERS’ FEDERATION TORONTO**

**1482 Bathurst Street, Suite 300, Toronto, Ontario. M5P 3H1**

**Job Posting **for the position of **_Executive Assistant_**

**OVERALL EXPECTATIONS**

The OSSTF Toronto office is a professional environment serving members of three Bargaining Units - Occasional Teachers, Professional Support Staff Personnel and Teachers from which we provide timely, responsive, professional, and supportive service to members.

All staff are responsible for providing assistance as assigned either on a regular or from time-to-time basis to the OSSTF District 12 (“The District”), Occasional Teachers Bargaining Unit, the Professional Support Service Personnel, the Teachers’ Bargaining Unit and ARM Chapter 12.

Staff assignments will be reviewed from time-to-time. Assignments cannot be altered without prior approval of the President or designate.

**Overview of General Staff Duties (not listed in order of priority)**:
1. Prepare, key in, edit and proofread correspondence, presentations, memorandums, reports and related materials using computers.

2. Conduct research, find and forward newspaper articles or items of interest, compile data and statistics from OSSTF functions and other information as required.

3. Prepare information kits, publications and resource material for distribution, as required.

4. Provide administrative support for conferences, workshops, Council and General Meetings, the Annual Meeting of the Provincial Assembly (AMPA) and, if required, attend the conferences to handle registration and other related duties.

5. Assist with and post to website as required.

6. Attend meetings, including the Annual General Meeting, as required to record, key in and compose draft minutes for approval.

7. Schedule, monitor and confirm appointments and meetings and school visits.

8. Respond to telephone calls, direct messages and provide information and/or assistance or refer to the appropriate person.

9. Process incoming and outgoing mail, documents and faxes, manually or electronically.

10. Ensure confidentiality is maintained in accordance with the Freedom of Information and
Protection of Privacy Act or other related and applicable legislation.

11. Assist or participate on committees or at committee events as required.

12. Attend meetings during and after business hours as required.

13. Perform other duties which may be assigned from time to time by the Executive member(s) to whom the Staff member is assigned.

15. Bereavements/Congratulations: Notify Executive Officer when notice received from a school and coordinate cards/letters.

16. STBU Council: Assist with package preparation as required; ensuring council materials are available for councillors; Assist with Council registration/voting tag distribution

17. Annual General Meetings - Bargaining Unit and District: Attend to assist with registration and provide clerical support as assigned/required

**Overview Executive Assistant Duties (not listed in order of priority)**:

- Provide clerical support for President, Vice Presidents related to their various responsibilities and assignments
- Assist with posting to/maintenance of website as requested
- Maintain Branch Contact Information
- Maintain up-to-date Branch Executive Contact Information and Staffing Committee Information
- Provide Executive Members with up-to-date Branch Executive Contact Information list
- Assist with answering phones when required

**Assist President**
- Track and organise mail, and fundraiser requests
- Track and provide information regarding constitutional deadlines
- Prepare and send requests to the Board for federation leave
- Download/distribute information forwarded from the provincial office
- Provide support to the Bargaining Unit Election commission, including coordinating copying of all materials as requested and maintaining records of those materials, including voting instructions, nomination forms, ballots, vote tally sheets
- Copy/ coordinate packaging for distribution/maintain materials and all records associated with

STBU Executive elections or membership votes

**Assist Vice
- Presidents**
- Update and copy or post the Branch President’s Manual
- Assist with registration at Branch Presidents’ Workshop
- Assist the VP assigned to staff management
- Assist VP for Staffing with Staffing Workshop related tasks as required

**Assist with the Organisation of AMPA Delegation**
- Work with Executive AMPA Coordinator
- Prepare AMPA notice for delegates and alternates (November)
- Prepare necessary AMPA delegate election materials for December Council meeting (if election necessary)
- Maintain up-to-date delegate/alternate list
- Photocopy and prepare information for internal AMPA meetings
- Organise/book hotel rooms as required

**STBU Annual General Meeting**
- Create and distribute AGM flyers and information to Branch Presidents
- Prepare package materials
- Send invitation letter to new Branch Presidents
-