Senior Office Administrator

Afl Cio - Washington, DC

Full-time - Mid Level

Washington, DC

501-1,000 employees

Real Estate

About the position

The Senior Office Administrator position at the AFL-CIO is a vital role within the Advocacy Hub, which is dedicated to advocating for public policies that promote economic fairness and social justice. This position is designed for individuals who are passionate about improving the lives of working people and strengthening the labor movement. As the largest federation of labor unions in the United States, the AFL-CIO is committed to growing worker power and ensuring that every working person has a voice on the job. In this role, you will be more than just an employee; you will be part of a movement with a proud history and a promising future. The Advocacy Hub focuses on a wide range of economic and social issues, working closely with other AFL-CIO Hubs and affiliates to identify key legislative and regulatory priorities. As a Senior Office Administrator, you will provide comprehensive administrative support to the Director and senior managers of the Advocacy Department. Your responsibilities will include developing and overseeing systems and operations related to record-keeping, communications, meetings, reporting, travel, and expenses. You will play a crucial role in coordinating workflow, resolving questions and concerns, and ensuring adherence to policies and procedures. In addition to administrative tasks, you will be responsible for scheduling and coordinating activities, travel, and speaking engagements for the Director and senior managers. You will maintain their calendars, coordinate meetings and special events, and manage on-site logistics for upcoming events. Your ability to create visually appealing reports using Microsoft Excel will be essential, as will your political judgment when interacting with internal and external contacts. You will also handle expense statements and travel authorizations, screen and prioritize visitors and communications, and maintain organized project files. This position requires a proactive approach to information gathering and correspondence preparation, making it a dynamic and impactful role within the AFL-CIO.

Responsibilities

• Provide all administrative support for the Director and senior managers, as needed.
• Develop, coordinate, oversee, and assess systems and operations, including but not limited to record-keeping, internal and external communications, meetings, reporting, travel and expenses, and other areas as assigned.
• Support the coordination of workflow, including resolution of questions and concerns, adherence to policies and procedures, and the development of communication and reporting systems.
• Schedule and coordinate all activities, travel, and speaking engagements for the Director and senior managers, as needed.
• Maintain calendar and schedule for Director and senior managers as assigned.
• Coordinate meetings and special events/projects.
• Continuing upkeep, coordination, and on-site management when applicable for upcoming events.
• Act as liaison with other department staff, AFL-CIO staff, and affiliates, including Executive Offices of the AFL-CIO.
• Advanced ability to create creative visual reports through the use of pivot tables, pie charts, and knowledge of the full Microsoft Excel suite.
• Exercise political judgment with both internal and external contacts.
• Process expense statements and travel authorizations consistent with policy, and in a timely manner.
• Screen, manage, and prioritize visitors, calls, and mail.
• Maintain and organize all project & program files.
• Conduct meeting/conference planning, scheduling, and execution including creation of presentation materials for political directors and other affiliate meetings.
• Utilize the Internet as a basic research tool for information gathering.
• Independently prepare responses to inquiries and other correspondence, proactively gather information.

Requirements

• Proven experience in administrative support roles, preferably in a non-profit or advocacy environment.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, particularly Excel, including advanced functions such as pivot tables and charts.
• Ability to exercise political judgment and maintain confidentiality.
• Experience in event planning and coordination.
• Ability to work independently and manage multiple tasks simultaneously.

Nice-to-haves

• Experience working with labor unions or advocacy organizations.
• Familiarity with legislative processes and public policy advocacy.
• Knowledge of graphic design tools for creating visual reports.

Benefits

• Health insurance coverage
• Dental insurance coverage
• 401(k) retirement savings plan
• Paid holidays and vacation time
• Professional development opportunities
• Flexible scheduling options