Administrative Assistant

Essential Job Functions

• Provide a wide range of difficult to complex administrative tasks, office, and clerical support for the Department:
• Word processing/mail merge
• Collect and distribute incoming and outgoing mail
• Draft correspondence and reports
• Create and analyze spreadsheets and presentations
• General office management
• Produce daily, weekly, and monthly reporting
• New hire paperwork and technical set up
• Coordinate timesheet collection
• Personal assistance including preparation and management of expense records for the department staff and Union Members
• Assist with troubleshooting phone or computer problems, work with staff to resolve, including initiating and managing trouble IT tickets.
• Scheduling and appointments management
• 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.
• Filing and record-keeping
• Keep accurate written and digital records
• Attend meetings: (driving, walking, sitting, standing, talking, and listening for up to three hours at time with intermittent breaks)
• Make and manage travel arrangements and coordination.
• Travel for days at a time may be required.
• Other duties as assigned

Skills & Abilities

• Proficient in maintaining the SharePoint site which contains Standard Operating Procedures and other resource documents for employees to use for efficient work processing.
• Ability to receive direction and instruction from the Department Managers and Directors, as well as other union officers, union or Partnership staff, and union leaders as necessary in the daily operation of the department and the Union.
• High level of integrity and discretion in handling confidential/sensitive information.
• Superior attention to detail, great organization and prioritization skills, the ability to plan ahead and to meet tight deadlines, all while juggling multiple critical requests.
• Experience with calendar management, Intermittent Outlook.
• Positive, proactive, and able to consistently exercise great judgment.

Minimum Qualifications

• Minimum three (3) years of related experience in the areas of office management including responsible administrative work supporting high level management or executives
• Must have experience in use of databases, Intermittent Excel including Pivot tables, Word, PowerPoint, Adobe, and other Microsoft programs.
• Business writing ability in English required.
• Ability to work effectively with minimal supervision
• The Admin Assistant may be expected to develop proficiency in use of interactive programs and to learn our member database (Union ware and/or Salesforce).
• Occasional weekend work is required of this position.

Core competencies

• Customer Service
• Dependability
• Ethics
• Innovation
• Interpersonal Relations
• Organizational Skills
• Planning & Organization
• Problem Solving & Decision Making
• Results Driven
• Sense of Urgency