Executive Assistant to the Secretary-Treasurer

$102,895 - $102,895/Yr

California Faculty Association - Washington, DC

Full-time - Mid Level

Washington, DC

10,001+ employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant to the Secretary-Treasurer plays a crucial role in supporting the Secretary-Treasurer and other Executive Office staff at the Service Employees International Union (SEIU). This position is characterized by a high degree of confidentiality and involves the accurate and timely processing of documents and information. The Executive Assistant is heavily involved in the planning and execution of various functions relevant to the Secretary-Treasurer's work, requiring exceptional logistical planning and organizational skills. The role may also involve coordinating the Officer's personal calendar with their business calendar and performing personal tasks that enable the Officer to accomplish their SEIU work. Candidates are expected to possess strong communication, research, or capacity-building skills within a campaign, program, or geography that aligns with the union's mission. The primary responsibilities of the Executive Assistant include scheduling in coordination with the Deputy Secretary-Treasurer and Assistant to the Secretary-Treasurer, identifying conflicts, and facilitating the union's mission. Administrative duties encompass ensuring the operational functions of the Secretary-Treasurer's Office run smoothly, preparing correspondence, reports, invoices, and confidential documents. The Executive Assistant organizes and manages speaking requests and engagements for the Secretary-Treasurer, serving as the primary point of contact between requestors and the office. Additionally, the role involves coordinating Committee meetings, planning logistics for meetings, and assisting in special projects and functions centered around the Secretary-Treasurer's office. The Executive Assistant is responsible for maintaining filing and records systems, managing the Secretary-Treasurer's calendar, and making travel arrangements while prioritizing routine business. This position also requires effective communication with Senior Staff, department directors, and others, handling written and oral correspondence, and representing the Secretary-Treasurer's office to visitors and stakeholders.

Responsibilities

• Scheduling in coordination with the Deputy Secretary-Treasurer and Assistant to the Secretary-Treasurer, identifying conflicts and opportunities for conducting the mission of the union.
• Performing various administrative duties to ensure the operational functions of the Secretary-Treasurer's Office run smoothly, including preparing correspondence, reports, invoices, and confidential documents.
• Organizing and managing speaking requests and engagements for the Secretary-Treasurer, serving as the primary point of contact between requestors and the office.
• Coordinating with the Communications department and Assistant in preparation of talking points for speaking engagements.
• Assisting in coordinating Committee meetings centered by the office of the Secretary-Treasurer, including planning meeting space, hotels, and dinners.
• Coordinating with appropriate staff on-site logistics for meetings.
• Assisting in planning and preparation for special projects and functions centered by the office of the Secretary-Treasurer.
• Creating consulting agreements and processing invoices for Consultants centered in the Office of the Secretary-Treasurer.
• Coordinating and planning workshops, meetings, conferences, and other activities involving the executive staff and officers, taking minutes and maintaining official records.
• Staffing International Executive Board and Executive Committee Meetings as needed.
• Maintaining filing and records systems for the Secretary-Treasurer; managing the Secretary-Treasurer's calendar and travel arrangements; prioritizing routine business.
• Coordinating information flow between Senior Staff, department directors, and others.
• Handling and providing written and oral correspondence for the executive office; answering inquiries and returning telephone calls in the absence of executive staff.
• Performing other duties as required to support the Secretary-Treasurer and their team, the Executive Office, and their mission.
• Representing the Secretary-Treasurer's office by welcoming visitors, reviewing correspondence, answering questions, and managing requests directed to the Director of Scheduling.

Requirements

• Graduation from an accredited college or university is preferred.
• At least seven (7) years of related work experience, with at least five (5) years of experience supporting an elected official.
• Thorough knowledge of office administrative operations and modern office equipment.
• Knowledge of unions and their operations.
• Knowledge of communications, research, or capacity building within a single campaign, program, or geography.
• Possesses advanced knowledge of specialized techniques or functions within a discipline.
• Ability to communicate effectively, both orally and in writing.
• Ability to handle multiple tasks and meet established timelines in a fast-paced environment using independent judgment.
• Ability to handle confidential information.
• Skill in the use of Google and/or Microsoft Office Suite, Zoom, including Access, sheets/Excel, Docs/Word, and Slides/PowerPoint.
• Bilingual (Spanish) proficiency preferred.

Nice-to-haves

• Bilingual proficiency in Spanish is preferred.