Confidential Administrative Assistant
About The Position
SEIU Local 2015 is seeking an organized, resourceful, and highly discreet Confidential Administrative Assistant to provide comprehensive administrative and operational support to an assigned region or department. Reporting primarily to a Regional or Department Director, this position supports the daily coordination of departmental activities, maintains critical records and tracking systems, prepares correspondence and meeting materials, assists members and staff, and helps ensure timely completion of administrative requirements. Because this position may handle sensitive organizational, personnel, membership, legal, and labor-relations information, the successful candidate must exercise sound judgment, professionalism, and strict confidentiality. The ideal candidate is service-oriented, detail-focused, and comfortable managing multiple priorities in a fast-paced, mission-driven environment.
Requirements
- Demonstrated experience providing administrative support to managers, departments, or teams
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook
- Experience creating and maintaining spreadsheets, databases, electronic records, and tracking systems
- Ability to type at least 45 words per minute with accuracy
- Knowledge of standard business correspondence, document preparation, and table formatting
- Strong written communication skills, including the ability to compose, proofread, and edit materials for grammar, spelling, punctuation, and accuracy
- Excellent organizational, time-management, and follow-through skills
- Ability to prioritize assignments, manage competing deadlines, and remain effective under pressure
- Strong problem-solving skills and attention to detail
- Ability to maintain confidentiality and exercise discretion when handling sensitive information
- Demonstrated ability to communicate respectfully and work effectively with a diverse membership and staff
- Commitment to providing accurate, efficient, and responsive service
- Reliable attendance and punctuality
Nice To Haves
- Bilingual skills are highly desirable
Responsibilities
- Provide day-to-day administrative support to the assigned Regional or Department Director and departmental staff
- Prepare, format, proofread, and distribute correspondence, letters, reports, forms, flyers, announcements, and other materials
- Manage incoming telephone calls, mail, correspondence, and requests for the Regional or Department Director
- Maintain the director’s calendar, coordinate meetings, and assist with travel arrangements
- Establish and maintain accurate electronic and hard-copy filing systems
- Monitor office supply inventory and submit supply requests in accordance with organizational approval procedures
- Support special projects and other departmental priorities as assigned
- Create, update, and maintain spreadsheets, databases, and tracking systems used to support departmental and union programs
- Track staff compliance with administrative requirements, including activity reports, attendance records, expense reports, and other required documentation
- Maintain accurate membership and organizing records, which may include membership cards, COPE cards, activity reports, organizing lists, steward and leadership lists, grievance records, and employer information
- Review records for accuracy and completeness and follow up regarding missing or incomplete information
- Maintain organized, accurate, and confidential documentation in accordance with organizational procedures
- Assist with the planning and coordination of regional, departmental, and organization-wide meetings and events
- Prepare meeting rooms, agendas, sign-in materials, presentations, and supporting documents
- Record, prepare, and distribute meeting minutes when requested
- Track meeting follow-up items and assist with ensuring assigned actions are completed
- Support membership drives, petition drives, mobilizations, campaigns, and other union activities
- Assist with the implementation and coordination of Local-wide initiatives and special events
- Respond professionally and courteously to inquiries from members, staff, vendors, and community partners
- Receive and process member requests and concerns by telephone, email, or in person and refer matters to the appropriate staff member for resolution
- Provide accurate, timely, and service-focused administrative assistance
- Communicate respectfully and effectively with individuals from diverse backgrounds and experiences
- Handle sensitive organizational, personnel, membership, and legal information with discretion and confidentiality
- Process Beck notices and coordinate related communications with members, internal staff, and legal representatives
- Prepare and maintain confidential correspondence, records, and documentation
- Exercise sound judgment when responding to sensitive inquiries or determining when a matter should be escalated
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
