The Administrative Assistant, Labour Relations will provide administrative support to the HR Business Partner Manager, Employee & Labour Relations to enable efficient collective bargaining negotiations between the City and the 10 unions that represent City staff. The Administrative Assistant, Labour Relations will participate at all bargaining tables and will work closely with team members to co-ordinate the City’s bargaining calendar, manage appointments, adhere to deadlines, create documents, files, maintain notes and records, conduct research, prepare reports and will collaborate with other City staff to gather important information to support negotiations.
Duties and Responsibilities
• Assist at collective bargaining tables to provide administrative support to the Chief Spokesperson and other bargaining team members to enable efficient negotiation processes.
• Create and manage documents, including all notes of discussions, records of bargaining proposals, agreements and other memoranda.
• Maintain accurate records and notes from meetings, clearly outlining the attendees, matters discussed, dates, times, items for follow-up and documents shared amongst the parties.
• Assist in the preparation of reports, proposals, written agreements and settlement documents.
Research and Collaboration
• Assists with the collection of research into a wide variety of issues impacting collective bargaining, gathering information and data to support informed negotiations.
• Works closely with staff across the City to ensure a high degree of collaboration, information sharing and staff involvement in collective bargaining processes.
• Coordinate the City’s bargaining calendar, ensuring staff and union representatives are available and confirmed to attend meetings and bargaining sessions.
• Provide logistical support in booking meeting venues, hotel/conference rooms and assisting with meeting room planning, organization and set-up.
• Maintain accurate and up-to-date records of deadlines and deliverables, to help ensure issues are addressed and responded to in a timely manner.
• Organizing, ordering and delivering files, technology and office supplies.
• Planning and co-ordinating catering orders and assisting with food/beverage delivery.
• Maintain accurate records of contracts and receipts for goods and services provided to support the collective bargaining processes.
• Liaise with service providers such as hotel staff, catering staff, restaurants, service staff and security services as may required.
Other duties as assigned.
Skills and Qualifications
• A post-secondary degree or diploma specializing in business administration, human resources, law or related discipline.
• Minimum of 1-2 years experience working in an office environment.
• Experience in labour relations, collective bargaining or working with representatives of a trade union is considered a valuable asset.
• Strong administrative skills with an ability to plan, organize and respond to competing demands under tight time frames.
• Team-oriented and skilled at working within a collaborative environment.
• Exceptional ability to organize and prioritize work without losing sight of the details.
• Strong adaptability and resourcefulness.
• Ability to travel within the City of Mississauga and attend meetings in person and virtually is required.
Note: The City believes strongly in healthy bargaining; however, due to the nature of the collective bargaining process, this position will occasionally require some late working hours.
Hours of Work: 35
Work Location: Civic Centre
Department/Division/Section: CPS/Corporate Services Dept , CPS/HR Division , Employee & Labour Relations
Non-Union/Union: Non Union
COVID-19 Update: As per the City’s Employee Recruitment Policy, all external candidates (including previously employed individuals) must show their Fully Vaccinated Confirmation or apply for and receive confirmation of a creed or medical exemption from the City before their first day.
A Criminal Record and Judicial Matters Check (Level 2) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.
We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.
All personal information is collected under the authority of the Municipal Act.
We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.