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Executive Assistant (Limited Duration - 9 months)
With shared vision and purpose, we will drive organizational change and effectiveness through a focus on staff and team development, accountability, and equity and inclusion. Provide administrative support to the President, (and the Senior Leadership Team and member committees as assigned). Keep long-term projects on track and handle more urgent requirements.
Essential Functions & Responsibilities:
- Prioritize scheduling for the Executive Director, President, Board of Directors and Senior Leadership Team.
- Support with the logistics and materials of Board meetings, including translation, material gathering, and travel arrangements.
- Prioritize the President’s communications and other requests for appropriate action and gather any necessary information needed by the President to properly act upon or respond to the requests.
- Filter and prioritize meetings and calls; communicate on behalf of the President.
- Provide administrative support as requested by the President:
- Maintain a flexible working attitude, while performing job duties in stressful situations or handling complex communication and multiple projects.
- Professionally handle sensitive information and maintain complete confidentiality.
- Draft a variety of correspondence from general direction and ensure those correspondence correct in format, spelling, grammar and accuracy of information.
- Assist with drafting agendas, preparing documents and gathering materials for meetings.
- Support the day-to-day logistics of being President.
- Track action items and coordinate follow up on those items with President and/or other appropriate parties.
- Maintain the President and Executive Directors’ schedule including:
- Schedule meetings and make necessary logistic arrangements including necessary documents.
- Monitor email for SEIU International meeting notices and support the scheduling for the President.
- Make or coordinate all necessary travel arrangements, enter itineraries on the President’s calendar and, when appropriate, in the IU travel program.
- Provide support to other leadership meetings as assigned. Duties include:
- Provide Executive Director and President with administrative support in developing internal and public meeting agendas, corresponding packets and presentations, including gathering materials from presenters.
- Coordinate follow-up with the President on action items from Board and Executive Committee meetings.
- Work with the President to plan and implement Board orientations, visioning retreats, and other events.
- Participate in union-wide membership drives, political campaigns and other field activities as assigned which may include worksite visits, phone banking, house visits, door-to-door canvassing and literature drops.
- Other duties, as assigned, to meet organizational need.
- Bilingual required: Spanish.
Qualifications:
- Time management and ability to meet deadlines.
- Excellent verbal and written communication skills essential.
- Strong organizational skills and ability to multitask.
- Problem-solving and decision making.
- Proactivity and self-direction.
- Strong interpersonal skills.
- Ability to maintain confidentiality and use discretion.
- Ability to communicate diplomatically with a wide range of people at all levels inside and outside of the union.
- Two years previous administrative experience, including arranging meetings and travel.
- Accurate computer skills and knowledge of Microsoft office operating systems.
- Understanding and/or familiarity with SEIU 503 structure and organization is helpful and preferred.
Working Environment:
???? Group 1 - Requires performing instant or sustained arduous physical activity.
???? Group 2 - Requires occasional lifting and exertion for short periods.
???? Group 3 - Very Limited Physical Exertion.
Office and field work involving travel to areas represented throughout the state and in a variety of environmental situations. The workweek is Monday through Friday plus weekend work when specifically assigned. The workday may begin before and extend beyond normal office hours depending on the demands of the assignment.
Technology and Equipment:
- Operation of an insured motor vehicle
- Telephone
- Copier
- Computer Software: (Word, Excel, VAN, Salesforce, etc.)
SEIU Local 503 is an equal opportunity employer. We strongly encourage applications from Black, Indigenous, people of color, immigrants, LGBTQ+ individuals, people with disabilities.
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