Administrative Assistant

About This Role

The Administrative Assistant works in the department in which they are hired, and works closely with union officers, management staff, and staff of other departments and partner organizations.

The Administrative Assistant’s primary responsibility is managing, coordinating, and overseeing administrative duties supporting a large diverse team.

You have a knack and desire for ensuring the team is organized and running efficiently and smoothly.

Women and people of color are strongly encouraged to apply. Fluency in language(s) in addition to English is a plus, preference for native speakers.

Experience in Union, human services referral and information program, and social justice organizations are all a plus.

Essential Functions :

• Provide a wide range of difficult to complex administrative tasks, office, and clerical support for the Department
• Word processing / mail merge
• Collect and distribute incoming and outgoing mail
• Draft correspondence and reports
• Create and analyze spreadsheets and presentations
• General office management
• Produce daily, weekly, and monthly reporting
• New hire paperwork and technical set up
• Coordinate timesheet collection
• Personal assistance including preparation and management of expense records for the department staff and Union Members
• Assist with troubleshooting phone or computer problems, work with staff to resolve, including initiating and managing trouble IT tickets.
• Providing calendar management for Vice President and Department Directors.
• Direct support for Vice President including agenda preparation, notetaking, tracking of assignments and communications, scheduling, and calendaring
• Perform event and meeting planning for retreats, conferences, and other meetings, including all aspects of meeting logistics, turn-out, and preparation, such as scheduling, venue planning, travel, materials production, vendor relations, and staff support for event.
• Assist with yearly conference planning and execution
• Filing and record-keeping
• Keep accurate written and digital records
• Attend meetings : (driving, walking, sitting, standing, talking, and listening for up to three hours at time with intermittent breaks)
• Make and manage travel arrangements and coordination.
• Travel for days at a time may be required.
• Other duties as assigned

Skills & Abilities :

• Proficient in developing and maintaining SharePoint sites, forms and calendars as needed by Vice President and Department Director.
• Ability to receive direction and instruction from the Department Manager, Director and Officer, as well as other union officers, union or Partnership staff, employers, and union leaders as necessary in the daily operation of the department and the Union.
• High level of integrity and discretion in handling confidential / sensitive information.
• Superior attention to detail, great organization and prioritization skills, the ability to plan ahead and to meet tight deadlines, all while juggling multiple critical requests.
• Experience with calendar management using Outlook.
• Positive, proactive, and able to consistently exercise great judgment.
• Ability to work effectively with minimal supervision

Minimum Qualifications :

• Minimum three (3) years of related experience in the areas of office management including responsible administrative work supporting high level management or executives
• Must have experience in use of databases, Intermediate Excel including Pivot tables, Word, PowerPoint, Adobe, and other Microsoft programs.
• Business writing ability in English required.
• The Admin Assistant may be expected to develop proficiency in use of interactive programs and to learn our member database (Unionware and / or Salesforce).
• Occasional weekend work is required for this position.

Position Type and Expected Hours of Work :

This is a full-time, over-time eligible position. The days and hours of work are Monday through Friday, 7 : 30 to 4 : 30 The shift starts and end times may vary slightly based on operational needs.

Must have flexibility in schedule during extended business hours allowing members to access services. From time to time, the Administrate Assistant may be expected to participate in Union activities outside of normal business hours, including weekends and after-hours.

Administrative Assistants are normally required to be in the office unless the department director agrees to a different work arrangement.

Occasionally, an admin must be able to work daily at HQ during a 2-week period for events.

Compensation :

This position is full time, non-exempt. Salary and benefits set by collectively bargained contract; pay ranges from $ $ per hour.

Benefits include vacation, holiday and sick leave benefits, fully paid health, dental, vision, and life insurance, defined benefit pension plan, and optional 401(k), WFH credit, and more.

Women and diversity candidates strongly encouraged to apply .

AFFIRMATIVE ACTION EMPLOYER

SEIU 775 is an affirmative action employer and encourages applications from all qualified candidates without regard for race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental, or physical disability, or any other discrimination prohibited by law.

SEIU 775 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental, or physical disability, or any other discrimination prohibited by law.

In addition to federal law requirements, we comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.