Provide administrative support to Director, Assistant or Associate Director
Acts as a liaison with other departments, Funds, Trustees, Union, staff, members, outside agencies, and the general public
Create, review and edit correspondence, policies, procedures, presentations and outreach materials as per the direction, or on behalf of the Director, Associate or Assistant Director
Vet and address calls, as appropriate, for the department; resolve complaints and respond to inquiries on the telephone and in person with visitors to the department within the scope of information and authority, and refer to others, as appropriate
Create and maintain physical and electronic files for the department
Maintain employer and union lists for relevant bargaining units and ensure records are current and accurate
Maintain staff in/out calendar, PTO requests and record weekly timekeeping
Record and maintain an accurate tracking and reconciliation of various processes (i.e., expenses, outreach efforts, travel and credit card, etc.)
Transcribe, circulate, revise and distribute minutes from meetings
Manage and update meeting schedules and maintain inventory of meeting materials (e.g. folders, binders, and etc)
Provide information and assistance to employees, members, trustees and the public in a courteous manner and with sensitivity to the diversity of a multicultural environment
Prepare reports as directed. Initiate correspondence on a variety of matters requiring an in-depth understanding of departmental and Fund policies, procedures, programs and initiatives; format, create, produce, and edit correspondence and other written materials
Process incoming and outgoing departmental mail for management. Track and disseminate promotional gifts for events
Assistance in the production of meeting materials (e.g. Binders, agenda, loading of materials on iPads)
Manage logistics for meetings, conferences and events including planning, scheduling, and the set up / breakdown physical meeting rooms (including material prep)
Create and maintain workflows and understand how various units’ interplay to serve members
Perform additional duties and projects as assigned by management
Qualification
Bachelor’s degree in communications, English, Journalism or equivalent years of work experience required
Minimum two years (2) years Administrative Assistant role supporting leadership or departments
Intermediate skill of Microsoft Word, Excel, PowerPoint and Outlooked preferred
Must have or be able to quickly acquire and implement an in-depth knowledge and application of organizational and departmental program priorities (mission, goals, and objectives), Fund policies and procedures
Excellent organizational and administrative skills; able to follow up and complete multiple tasks simultaneously
Superb verbal and written communication and interpersonal skills; able to interact with individuals at all levels, handle sensitive and confidential situations, and work well under pressure and independently in a professional manner with tact and diplomacy
Excellent interpersonal and analytical skills; able to work with members and service provider vendors
Able to take initiative, analyze and resolve complex situations
