JOB TITLE: Executive Secretary

GRADE: C

ANNUAL SALARY: $91,872

WORK LOCATION: Washington, DC (Headquarters)

ORGANIZATIONAL OVERVIEW: We are the Service Employees International Union (SEIU), a union of about 2 million diverse members in healthcare, the public sector, and property services. We believe in and fight for our Vision for a Just Society: where all workers are valued and all people respected—no matter where we come from or what color we are; where all families and communities can thrive; and where we leave a better and more equitable world for generations to come. We are an anti-racist union determined to check corporate power and uproot structural racism through unions—worker power and collective action—and government—legislative and political action. We fight for Unions for All and a Government that Works for All so that all of us, across race and place, can have power together in unions and participate fully in our democracy.

PURPOSE: This role within the Executive Office is tasked with providing a broad range of administrative support to the Officers and Executive Staff, requiring a high degree of independent judgment. The position involves handling confidential information and ensuring the accurate and timely processing of documents and data. Additionally, the employee may occasionally be required to coordinate an Officer’s personal calendar with their professional commitments and perform tasks directly related to facilitating the Officer’s ability to fulfill their SEIU responsibilities.

PRIMARY RESPONSIBILITIES: (Any one position may not include all of the specific duties and responsibilities listed. Examples provide a general summary of the work required and should not be treated as a total and complete list of expected duties to be performed by employees in the classification.)

• Works with minimal supervision.
• Performs various administrative duties including overseeing the Executive Office's operational functions including preparing correspondence, reports, invoices, check requests, and confidential documents.
• Maintains filing and records systems; maintains executives’ calendars, and schedules and makes travel arrangements; prioritizes routine business.
• Coordinates information flow between the Senior Operations Team, department directors, and others.
• Coordinates and plans workshops, meetings, conferences, and other activities involving the executive staff meetings, takes minutes, and records other official records.
• Handles and provides written and oral correspondence for the executive office; answers inquiries and returns telephone calls or emails in the absence of the executive staff.
• Supports and completes special projects; provides clerical and logistical support, as required.
• Has authority to purchase from vendors and/or contract for services within budgeted amounts.
• Performs other duties as required to support the department and its mission.

CONTACTS: Include SEIU officers and affiliate staff, council officials and representatives, local/county/state/federal officials, employer representatives, and others.

DIRECTION & DECISION MAKING: This position reports to the Senior Advisor to the President.

EDUCATION & EXPERIENCE: Graduation from an accredited college or university with a degree in Secretarial Science or a related field, along with at least seven (7) years of relevant work experience, including a minimum of five (5) years supporting a high-ranking official, is required. Alternatively, a combination of education and equivalent experience that provides the necessary knowledge, skills, and abilities will also be considered.

• Thorough knowledge of office administrative operations.
• Thorough knowledge of modern office equipment.
• Knowledge of unions and their operations.
• 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 politically sensitive and confidential information.
• Ability to perform a job that requires basic knowledge of specialized techniques or function within a discipline.
• Skill in using Microsoft Office Suite including Access, Excel, and PowerPoint.

PHYSICAL REQUIREMENTS: This role primarily operates within a traditional office environment, but also involves occasional work in various settings, requiring adaptability to different locations and conditions as needed. The position may also require work outside traditional hours, including nights, weekends, and travel.