Administrative Assistant, Organizing and Events

Administrative Assistant, Organizing and Events

Competition #: 2026-EXT-18

Posting date: August 14, 2026

Closing date: September 11, 2026

Duration: Six months with the possibility of an extension

Classification level: Level 2

Salary: $63 812 – $77 498

Number of positions: 1

Status: Unionized

The Canadian Association of Professional Employees (CAPE) is a dynamic and progressive union representing over 25,000 professional employees in the federal public sector. At CAPE, we are committed to fostering an inclusive and equitable environment for all our members.

• Progressive work environment
• Flexible Work Model & Remote work opportunities
• Seamless transition for public servants
• Great work-life balance

Under the direction of the Senior Advisor, President’s Office, the Administrative Assistant (Organizing and Events) provides specialized administrative, logistical, and operational support to the President’s office. The incumbent ensures the smooth execution of events, engagement initiatives, member-organizing activities, campaign mobilization, data tracking, and materials preparation.

Duties equally include scheduling, coordinating meetings, managing correspondence, maintaining records, and supporting internal projects and communications. The role requires professionalism, discretion, attention to detail, and the ability to multitask in a fast‑paced, bilingual environment.

• High school diploma.
• Experience in an administrative or office support role, preferably in a union, non-profit, or member-based organization.
• Completion of post‑secondary education in office administration, business administration, communications, or a related field is considered an asset.

Note:

Equivalent combinations of education and/or experience may be considered.

• Provide administrative support to the Local Liaison Officer and Events Coordinator in planning and coordinating CAPE’s local, regional, and national events.
• Maintain calendars, schedule meetings, coordinate travel arrangements, and assist in organizing internal and external events and training sessions.
• Draft, proofread, format, and distribute correspondence, minutes, reports, presentations, briefing materials, and bilingual communications.
• Organize and maintain digital and physical filing systems for local leadership activities, events, and project documentation.
• Track project timelines, tasks, deliverables, and event‑related deadlines.
• Support internal communications and maintain contact lists, databases, participant records, and documentation in accordance with CAPE’s data management practices.
• Assist in updating and maintaining digital tools and platforms used by the organizing and communications teams (e.g., Action Network, shared drives, content calendars).
• Liaise with other CAPE units and external stakeholders to coordinate information flow and follow up on requests.
• Provide logistical support for special initiatives, campaigns, and member engagement activities.
• Coordinate event services, including accommodation and transportation, venue and conference facilities, catering, signage, displays, translation and interpretation services, accessibility requirements, audiovisual equipment, printing, and security.
• Track participant registrations and prepare event materials, including agendas, name tags, and information packages.
• Support on‑site event activities, including registration, setup, teardown, and catering coordination.
• Coordinate shipping, inventory, and distribution of CAPE promotional items and supplies.
• Provide timely and courteous responses to inquiries from members, local leaders, and staff.
• Support bilingual communications, ensuring accuracy and consistency in both official languages.
• Enter and update data related to events, attendance, and local activities, and assist in compiling statistics and summaries for periodic reports.
• Maintain confidentiality of member information and organizational documents.

• Organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities under tight deadlines.
• Tact, discretion, and…