Executive Assistant to the President

SEIU (Service Employees International Union)

JOB TITLE: Executive Assistant to the President

GRADE: MGT D

ANNUAL SALARY: $102,895

LOCATION: Washington, DC (HQ)

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 position is performed in support of the President and other Executive Office staff. Most work is of a confidential nature and involves the accurate and timely processing of documents and information. This position is heavily involved in the planning and execution of various functions relevant to the President’ss work and requires a high degree of skill in logistical planning and organization. Additionally, an employee in this position may, on occasion, be asked to carry out certain assignments to coordinate an Officer’s personal calendar with their business calendar and to perform, on an isolated basis, personal tasks that are directly related to enabling the Officer to accomplish their SEIU work.

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.)

• Primary responsibility is scheduling in coordination with the Director of Scheduling identifying conflicts or other opportunities for conducting the mission of the union.
• Performs various administrative duties including ensuring the operational functions of the President’s Office run smoothly and cohesively, including preparing correspondence, reports, invoices, check requests, and confidential documents.
• Organizes and manages speaking requests and engagements for President and serves as the primary point of contact between the requestor and President’s office.
• Coordinates with the Communications department and Assistant in preparation of talking points and for speaking engagement
• Assists in coordinating Committee meetings centered by the office of the President, including planning meeting space, hotels, and dinners. Coordinate with the appropriate staff assigned on-site logistics for meetings.
• Assists in planning and preparation for special projects and functions centered by the office of the President.
• Responsible for creating consulting agreements and processing invoices for Consultants centered in the Office of the President.
• Coordinates and plans workshops, meetings, conferences, and other activities involving the executive staff and officers, takes minutes and other official records; staffs International Executive Board and Executive Committee Meetings as needed.
• Maintains filing, and records systems for the President; maintains President’s calendar, and schedules, and makes travel arrangements; prioritizes routine business.
• Coordinates information flow between Senior Staff, department directors, and others.
• Handles and provides written and oral correspondence for the executive office; answers inquiries and returns telephone calls in the absence of the executive staff.
• Performs other duties as required to support the President, Executive Office, and their team, the Executive Office and their mission.
• Represent the President’s office by welcoming visitors, reviewing correspondence, answering questions, and meeting requests directed to the Director of Scheduling.
• Advance the President as outlined in the daily schedule. This may include evenings and weekends.
• Ability to handle confidential information, sensitive questions, complaints, and requests for information from staff and members.

CONTACTS: Include SEIU officers and affiliates’ officers and staff, public officials, consultants and other outside labor-related entities.

DIRECTION AND DECISION-MAKING: This position directly supports the Secretary-Treasurer and reports to the Director of Scheduling for the President. The incumbent works independently and exercises a high amount of discretion and places a primary emphasis on maintaining confidentiality.

EDUCATION AND EXPERIENCE: Graduation from an accredited college or university is preferred, and at least seven (7) years of related work experience with at least five (5) years of experience supporting an elected official. Or, a combination of education and experience that would provide for the following knowledge, skills, and abilities:

• Thorough knowledge of office administrative operations.
• Thorough knowledge of modern office equipment.
• Knowledge of unions and their operations.
• Knowledge of communications, research or capacity building, within a single campaign, program or geography
• Possesses advanced knowledge of specialized techniques or functions within a discipline
• 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 confidential information.
• Skill in the use of Google and/or Microsoft Office Suite, Zoom, including Access, sheets/Excel, Docs/Wordand Slides/PowerPoint, Quickbase.

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 frequent travel.