The Professional Institute of the Public Service of Canada is a national union representing some 61,000 professionals and scientists in federal, provincial and territorial public sectors across Canada.

Key areas of responsibility
- Providing administrative support to team members and union groups in the areas of Executive meetings, Annual General meetings, bargaining preparation and group elections
- Arrange travel, accommodation and logistics and entering information into web-based event, travel and expense systems (CVent & Concur)
- Preparing meeting packages, minutes and virtual binders
- Update and maintain information is appropriate databases (PIMS)
- Prepare cost comparisons, arrange and approve contracts for the purchase of goods and services
- Web postings – group site updates, elections, meetings and newsletters

*Began my career as the Administrative Assistant and moved up to the Manager position in 2017

Responsible at senior level to provide administrative support to financial services, human resources, governance as well as the annual conference

Key areas of responsibility
General Office
- Manage the day-to-day organization of the office; handle incoming and outgoing mail and deliveries; welcome guests
- Ensure smooth functioning of telephone system, business equipment and courier services
- Manage the maintenance of the physical plant, security, liaise with landlord for repairs and maintenance
- Maintaining inventory for on-site and off-site storage

Human resource support
- Maintains record of staff leave, provide leave reports to staff and management
- Ensures security of the office and controls keys to the office and equipment, updates to security codes
- Ensure that health and safety issues are addressed

Finance
- Accountable for the accurate and timely processing of the Accounts Receivable and Accounts Payable
- Recording of receipts and bank deposits
- Issuing cheques for timely payments of payables
- Reconciliation of travel expense reports of volunteers and
CEO
- Assisting with annual audit
- Proper filing and safekeeping of all documents
- Preparation of receipts and maintaining filing system for donations to the Foundation of the Canadian Psychiatric Association
- Providing financial support for various affiliated groups which include issuing annual membership invoices, GST/HST filings, tracking of payments and deposits and issuing operating statements

Governance
- Recording and tracking of names and term dates of Board members as well council, committees and working groups
- Assisting CEO with logistics for face-to-face meetings of the Board and Executive Committee
- Assisting CEO and President with logistics for Presidential Tour
- Assisting CEO with distribution, tabulation and recording of e-votes
- Assisting CEO with documents required for the Annual General Meeting

Exhibits Coordinator/ Annual Conference
- Manages exhibit hall assignments, invoicing and on-site
- Preparing the exhibitor prospectus that is to be distributed to all potential exhibitors
- Preparing and distribution of Exhibitor Kit to all registered Exhibitors
- Obtaining show service and courier contracts – preparing and sending out request for proposal
- Liaison with show service contractor for appropriate supply of services on site
- Lead at the on-site registration desk. Reconcile end of day transactions and balancing of reports.