Administrative Assistant

Seiu Local 775•Seattle, WA

5h•Hybrid

About The Position

The Administrative Assistant works in the department(s) in which they are hired, and works closely with Union officers, management staff, and staff of other departments and partner organizations. The Administrative Assistant’s primary responsibility is managing, coordinating, and overseeing administrative duties supporting a large, diverse team. The role requires a knack and desire to ensure the team is organized and running efficiently.

Requirements

Proficiency in developing and maintaining SharePoint sites, forms, and Outlook calendars as needed.
Ability to receive direction and instruction from the department directors and managers, as well as Union officers, Union or partnership leaders and staff, and employers as needed.
High level of integrity and discretion in handling confidential and sensitive information.
Superior attention to detail, great organization and prioritization skills, and the ability to meet tight deadlines while juggling multiple critical requests.
Positive, proactive, and able to exercise great judgment.
Ability to work effectively with minimal supervision.
Minimum three (3) years of related experience in the areas of office management, including responsible administrative work supporting high-level management or executives.
Experience in use of databases, Adobe, Intermediate Excel – including Pivot tables – Word, PowerPoint, and other Microsoft programs.
Business writing ability in English.
Experience or willingness to develop proficiency in use of interactive programs and our member database (Unionware and/or Salesforce).
Occasional weekend work is required for this position.

Nice To Haves

Fluency in language(s) in addition to English, preference for native speakers.
Experience in Union, human services referral and information program, and social justice organizations.

Responsibilities

Provide a wide range of administrative tasks, office, and clerical support for the department(s)
Perform event and meeting planning for retreats, conferences, and other meetings, including all aspects of meeting logistics, turn-out, and preparation, such as scheduling, venue planning, travel, materials production, vendor relations, and staff support for event
Attend meetings: driving, walking, sitting, standing, talking, and listening for up to three hours at time with intermittent breaks
Personal assistance, including preparation and management of expense records for department staff and Union members
Assistance with troubleshooting phone or computer problems, including initiating and managing IT support tickets
Provide calendar management for department director(s)
Keeping accurate written and digital records
Coordinate timesheet collection
Word processing/mail merge
Collect and distribute incoming and outgoing mail
Draft correspondence and reports
Create and analyze spreadsheets and presentations
Produce daily, weekly, and monthly reporting
New hire paperwork and technical set up
Travel for days at a time may be required
May be required to do political work for candidates and member political education as part of job duties.
Other duties as assigned.