Administrative Assistant, Office Support (Front Desk)
(Reporting to the Senior Manager, Human Resources, Information Technology and Administrative Services)
Position Status: Vacant
Term: Full-time, permanent effective immediately
Classification Salary Level II - $68,907 - $95,907 (Effective January 1, 2026)
The Administrative Assistant, Office Support (Front Desk) delivers a comprehensive range of member-facing and administrative support services essential to the daily operation of the AMAPCEO office. Operating with a high degree of functional independence, this position serves as the primary organizational ambassador and welcoming first point of contact for members, employer representatives, and the general public.
Working with minimal general day-to-day supervision, the incumbent balances responsibilities across four primary operational areas:
1. Public Relations & Reception Services
- Stakeholder Engagement: Receives and fields telephone and in-person inquiries from members, employer representatives, and the general public with high diplomacy and accuracy.
- Inquiry Routing: Directs calls and takes comprehensive messages, leveraging a foundational knowledge of internal staff roles and current issues to guide inquiries to the correct unit.
- Visitor Hospitality: Welcomes and assists office visitors, maintaining professionalism and composure during high-volume periods or when dealing with difficult callers.
2. Digital Infrastructure & Communication Management
- Inbox Administration: Monitors and triages the general AMAPCEO, AWA, and various secondary email mailboxes—distributing correspondence to appropriate staff or responding directly to routine inquiries.
- Website Access Troubleshooting: Acts as the primary operational point of contact for members experiencing technical website access or login issues.
- Credential Management: Configures first-time user accounts, performs manual password resets, and provides guided navigation support to members accessing collective agreements and workplace representative directories.
- Telecommunications Maintenance: Manages the central voicemail system, routing messages and modifying public-facing system greetings for organization holidays or all-day staff events.
3. Membership & Information Records Support
- Database Updates: Reviews, verifies, and updates member profiles and database records upon request to ensure information integrity.
- Onboarding Processing: Handles the administrative intake of new member reports and membership applications, generating timely acknowledgement letters.
- Distribution Logistics: Coordinates corporate mailings, processes incoming / outgoing faxes, logs standard mail, and arranges time-sensitive courier services on demand.
4. Office Administration & Unit Support
- Records Retention: Establishes, labels, indexes, and maintains central filing structures in both physical and electronic formats to support corporate data organization.
- Unit Assistance: Provides routine administrative and clerical support—including creating Union Dues letters for CRA audits, typing, photocopying, and faxing—for the Labour Relations Services Unit and general office staff.
- Operations Backup: Cross trains and provides operational coverage for the Administrative Assistant: Office Support (Facility/Office Maintenance) position during absences or peak operational periods.
- Special Projects: Performs special projects and related administrative duties as assigned.
Candidates should possess:
- Post-secondary education in a relevant discipline or an equivalent combination of education, training, and experience.
- Demonstrated experience working in a unionized, association, or non-profit environment is considered an asset.
- Strong working knowledge of PC/network environments, Microsoft Office Suite, email management systems, and database applications.
- Thorough knowledge of modern office administration practices, records retention procedures, and electronic and physical filing systems.
- Demonstrated ability to prioritize competing demands, manage multiple tasks, and meet deadlines in a fast-paced environment with frequent interruptions.
- Ability to quickly learn organizational policies, governance structures, and internal processes to effectively respond to and route inquiries.
- Proven ability to maintain confidentiality, exercise sound judgment, and work independently with minimal supervision.
- Demonstrated resilience, adaptability, and professionalism when managing high-volume front-desk interactions and administrative responsibilities under pressure.
- Excellent verbal and written communication skills, including superior telephone etiquette, active listening, tact, diplomacy, and customer service skills.
Work Location: AMAPCEO Office, 1 Dundas Street West, Suite 2310, Toronto, ON
Travel Requirements: Occasional travel and work outside normal working hours may be required.
All interested applicants should submit a resume with a cover letter by e-mail to hr@amapceo.on.ca by Wednesday, August 12, 2026, before 4:00 p.m., to the attention of Grace Hu, Human Resources Officer. A copy of the job description is available upon request.
We thank all applicants for their interest; only those selected for an interview will be contacted.
Diversity, Inclusion, and Accessibility:
AMAPCEO as an Employer is committed to fostering a diverse and inclusive work environment where differences are respected, valued, and embraced.As a result, we invite applications from women, Indigenous Peoples, people living with disabilities, persons of all races, ethnicities, religions, abilities, sexual orientations, and gender identities and expressions.
If you require disability-related accommodation to participate in the recruitment process, please provide your contact information to the Human Resources Officer.
AI Use in Hiring:
No Artificial intelligence (AI) tools and algorithms were used in the hiring process for this position.