Executive Assistant

2 weeks ago

Los Angeles, California, United States UPTE-CWA Full time
Job Title: Executive Assistant

UPTE-CWA is seeking a highly skilled and experienced Executive Assistant to support the Executive Director and Operations Manager in the functioning of the organization and the mission of the Union.

Key Responsibilities:
  • Manage all job postings, job posting websites, and other recruitment tools to attract top talent for the Union.
  • Correspond with applicants, process all applications, and prepare application materials for interviews to ensure a smooth hiring process.
  • Screen potential applicants, check references, and schedule interviews for hiring managers to ensure the best fit for the Union.
  • Support the Executive Director in engaging in active recruitment for unfilled positions to meet the needs of the Union.
  • Maintain all personnel records in accordance with UPTE policies and applicable state and federal laws to ensure compliance and accuracy.
HR Duties and Support for Executive Director:
  • Prepare reports and materials for Officer, Board, or Staff meetings to ensure timely and accurate information.
  • Arrange travel, assist with email and other communications, prepare expense reports, and provide scheduling support for the Executive Director to ensure seamless operations.
  • Review and copy edit written communications to ensure accuracy and professionalism.
  • Maintain strict confidentiality with respect to sensitive duties assigned to protect the Union's interests.
  • Prepare materials for, schedule meetings, and otherwise assist the Executive Director and Operations Manager in staff union bargaining, grievances, and other matters to ensure effective representation.
  • Assist any and all duties or tasks of the Executive Director to ensure the Union's goals are met.
  • Maintain vacation calendars as directed to ensure accurate scheduling.
Operations Responsibilities:
  • Coordinate logistical elements of Union conventions, training, and support for Unionwide actions, including strikes, pickets, rallies, etc., to ensure successful events.
  • Together with Operations Manager, ensure Union field staff and leaders are provided administrative and logistical support to meet their needs.
  • Master bulk email formatting and UPTE database to ensure efficient communication and data management.
  • Support membership reconciliation and records systems, processing of membership application and cancellation process to ensure accurate records.
  • Give direction and support to administrative staff as needed to ensure effective operations.
  • Complete other duties as assigned to ensure the Union's goals are met.
Preferred Qualifications and Skills:
  • Professional experience as an Executive or Administrative assistant.
  • Bachelor's degree or equivalent experience.
  • Ability to draft reports, communications, job postings, and personnel policies.
  • Excellent communication and teamwork skills, including experience collaborating in diverse workplaces where elected leadership and appointed staff share responsibilities.
  • Demonstrated commitment to detail, loyalty, and discretion handling sensitive or urgent matters.
  • Ability to work with database software, Adobe, Word, recruitment software, Excel, Canva or other design software, and bulk email and text clients.
  • Strong communication, organizational, and project management skills.
  • Willingness to work variable and long hours.
  • Valid driver's license, working automobile, and valid auto insurance.

UPTE is seeking applicants for contract work, as well as those interested in full-time positions. For applicants interested in full-time work, compensation includes a competitive salary and benefits package, including all University holidays, generous vacation, healthcare, and retirement benefits. Position open until filled. The Salary Range for this position will be $75,000-$105,000.

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