Executive Administrative Assistant

About SEIU-USWW: The Service Employees International Union (SEIU) is our country’s fastest growing labor union with more than 2 million members. We have been on the cutting edge of building the power of low-wage workers in service industries and in leading the fight for social justice on issues such as health care, immigration, and education reform.  The SEIU United Service Workers West (SEIU-USWW) represents over 45,000 property service workers across California. Our union brings together janitors, security officers, residential, stadium, arena and airport workers. These workers are the heart of our union and through their activism there is hope for a more progressive California. 

Position Summary & Responsibilities:
The Executive Admin Assistant reports to the Executive Admin Coordinator and is part of a team of staff who supports the overall operation of the union and daily needs of union leadership.

        Examples of Duties:

• Performs various administrative duties including overseeing the operational functions of the Executive staff including the preparation of correspondence, reports, invoices and confidential documents.
• Ability to understand, prioritize and manage high-level organizational relationships & communication
• Handle confidential and non-routine information with sensitivity
• Conduct background research as requested to prepare for meetings, speeches, conferences including but not limited to materials, agendas and minutes
• Maintains detailed filing and records systems; maintains executives’ calendars, schedules and makes travel arrangements; prioritizes routine business
• Coordinates and plans union events, workshops, meetings, conferences, projects and other activities involving the executive staff, staff meetings and member leadership
• Handles and provides written and oral correspondence answers inquires and returns telephone calls
• Oversees Office Operations including maintaining office equipment, organization, supplies & inventory.
• Assists with employment procedures for the on-boarding & off-boarding of staff & members.

Minimum Qualifications & Skills:  Graduation from an accredited college or university with at least seven (7) years of related work experience and at least five (5) years’ experience supporting a high ranking official and/or a combination of education and experience that would provide for the following knowledge of, skills and abilities:

• Experience with or knowledge of labor Unions, or plus civil / immigrant rights experience
• Must be politically astute and understand internal and external political pressures affecting the union and its leadership
• Office administrative operations, including maintenance of supplies & equipment, Union office preferred
• Modern Computer and Online technology, video conferencing, data managements & data systems
• Experience with labor unions, union operations and union reporting requirements, preferred
• Ability to communicate effectively, orally and in writing. Bilingual – English & Spanish (Written and Spoken)
• Professional Customer Service experience to attend to guests, members and staff in person and by phone
• Strong organizational skills with demonstrated ability to maintain recordkeeping protocols
• Ability to work well in high-pressure situations and within deadlines
• Willingness to take initiative
• Multitask and meet timelines in a fast-paced environment using independent judgement
• Experience handling confidential information and demonstrated experience with recordkeeping
• Advanced use of Google G Suite and Microsoft Office Suite (Word, Excel and PowerPoint)

Additional Requirements:

• Ability to travel locally and nationally, ability to work extended and irregular hours, and work off site, if needed
• Valid drivers’ license, use of a car for work, and specified automobile insurance coverage are mandatory
• Work is generally performed in an office setting with prolonged periods of sitting and work on computer