Administrative Assistant

About SEIU 775

SEIU 775’s mission is to unite the strength of all caregivers, to create a better life for ourselves and those we care for, and to lead the way to a more just and equitable world. Our Union represents more than 55,000 long-term care workers providing quality home care, nursing home care, and residential services in Washington, Montana, and Alaska.

About This Role

The Administrative Assistant works in the department 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. You have a knack and desire for ensuring the team is organized and running efficiently and smoothly.

Women, people of color and members of the LGBTQIA community are strongly encouraged to apply.  Fluency in language(s) in addition to English is a plus, preference for native speakers.  Experience in Union, human services referral and information program, and social justice organizations are all a plus. 

Essential Functions:

• Provide a wide range of difficult to complex administrative tasks, office, and clerical support 
• Word processing/mail merge. 
• Collect and distribute incoming and outgoing mail. 
• Draft correspondence, emails, presentations, and other documents for review. 
• General office management. 
• New hire training and technical set up. 
• Coordinate time sheet collection and processing. 
• Preparation and management of expense records for the department staff and Union Members. 
• Assist with troubleshooting phone or computer problems and work with staff to resolve, including initiating and managing troubleshooting IT tickets. 
• Providing calendar management for Department Directors and Deputies. 
• Direct support for Vice President including agenda preparation, notetaking, tracking of assignments and communications, scheduling, and calendaring. 
• Perform event and meeting planning and support for retreats, conferences, and other meetings, including all aspects of meeting logistics, turn-out, scheduling, venue planning, travel, materials production, vendor relations, and expense/invoice processing post event. 
• Assist with yearly conference planning and execution. 
• Filing and record-keeping. 
• Keep accurate written and digital records. 
• Attend meetings which may include virtual meeting programs or attending in person meetings which require driving, walking, sitting, standing, talking, and listening for up to three hours at a 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 developing and maintaining SharePoint sites, forms, and calendars. 
• Ability to receive direction and instruction from the Departments Managers, Directors, Deputies, as well as other Union Officers, Union or Partnership staff, employers, 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 and to meet tight deadlines, all while juggling multiple critical requests. 
• Experience with calendar management, scheduling, and emailing using Outlook.  
• Positive, proactive, and able to consistently exercise great judgment. 
• Ability to work effectively with minimal supervision. 

Minimum Qualifications:

• Minimum three (3) years of related experience in the areas of office management or other administrative roles. 
• Must have experience in the use of Word, Excel, PowerPoint, Outlook, and Adobe.   
• Business writing ability in English required.   
• The Admin Assistant may be expected to develop proficiency in the use of interactive programs and to learn our member database (Salesforce).  
• Occasional weekend work is required of this position.  

Position Type and Expected Hours of Work:

This is a full-time, over-time eligible position. The days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. The shift starts and end times may vary slightly based on operational needs. Must have flexibility in schedule during extended business hours allowing members to access services. From time to time, the Administrate Assistant may be expected to participate in Union activities outside of normal business hours, including weekends and after-hours.

Administrative Assistants are normally required to be in the office unless the department director agrees to a different work arrangement. Occasionally, an admin must be able to work daily at HQ during a 2-week period for events.

Compensation:

This position is full time, non-exempt. Salary and benefits set by collectively bargained contract; pay ranges from $28.85 – $37.65 per hour. Benefits include vacation, holiday and sick leave benefits, fully paid health, dental, vision, and life insurance, defined benefit pension plan, and optional 401(k), WFH credit, and more.

Women and diversity candidates strongly encouraged to apply.

AFFIRMATIVE ACTION EMPLOYER

SEIU 775 is an affirmative action employer and encourages applications from all qualified candidates without regard for race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental, or physical disability, or any other discrimination prohibited by law. SEIU 775 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental, or physical disability, or any other discrimination prohibited by law. In addition to federal law requirements, we comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Salary : $29 - $38