Executive Assistant

University Professional and Technical Employees (UPTE-CWA 9119) is searching for a talented, hard-working individual committed to building a powerful and democratic union.

The successful candidate for this position will be values-driven, self-motivated, and resourceful, with the skills, experience, and enthusiasm to manage the Union’s operations and finances.

UPTE-CWA represents more than 18,000 employees working in healthcare, research and technical jobs at the University of California, DOE National Lab employees, and Community College Faculty.

We represent a diverse workforce all over California and are working to build a highly functioning Union which delivers for all of its members.

The Executive Assistant position will support the Executive Director and work closely with the Operations Manager and administrative team to support the functioning of the organization and the mission of the Union.

Recruitment Responsibilities :

• Manage all job postings, job posting websites and other recruitment tools
• Correspond with applicants and process all applications and prepare application materials for interviews
• Screen potential applicants, check reference, and schedule interviews for hiring managers
• Support Executive Director in engaging in active recruitment for unfilled positions
• Maintain all personnel records in accordance with UPTE policies and applicable state and federal laws.

HR Duties and Support for Executive Director :

• Prepare reports and materials for Officer, Board, or Staff meetings
• Arrange travel, assist with email and other communications, prepare expense reports, and provide scheduling support for the Executive Director
• Review and copy edit written communications
• Maintain strict confidentiality with respect to sensitive duties assigned
• Prepare materials for, schedule meetings, and otherwise assist the Executive Director and Operations Manager in staff union bargaining, grievances, and other matters.
• Assist any and all duties or tasks of the Executive Director
• Maintain vacation calendars as directed

Operations Responsibilities :

• Coordinate logistical elements of Union conventions, training, and support for Unionwide actions including strikes, pickets, rallies, etc.
• Together with Operations Manager, ensure Union field staff and leaders are provided administrative and logistical support
• Master bulk email formatting and UPTE database
• Support membership reconciliation and records systems, processing of membership application and cancellation process.
• Give direction and support to administrative staff as needed
• Complete other duties as assigned

Preferred Qualifications and Skills :

• Professional experience as an Executive or Administrative assistant.
• Bachelor’s degree or equivalent experience
• Ability to draft reports, communications, job postings, and personnel policies
• Excellent communication and teamwork skills, including experience collaborating in diverse workplaces where elected leadership and appointed staff share responsibilities.
• Demonstrated commitment to detail, loyalty, and discretion handling sensitive or urgent matters
• Ability to work with database software, adobe, word, recruitment software, excel, canva or other design software, and bulk email and text clients
• Strong communication, organizational and project management skills.
• Willingness to work variable and long hours.
• Valid driver’s license, working automobile and valid auto insurance.

To Apply :

Email : jobs@upte.org

Please include the following :

• A résumé with the months and years of employment for each position.
• A cover letter addressing your qualifications and ability to carry out the duties of the position as described above.

UPTE is seeking applicants for contract work, as well as those interested in full-time positions.

For applicants interested in full-time work, compensation includes a competitive salary and benefits package, including all University holidays, generous vacation, healthcare, and retirement benefits.

Position open until filled. The Salary Range for this position will be $70,000-$95,000.