Administrative Assistant

Seiu 49; New York (NY); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Remote work policy

Full benefits (medical, dental, vision

Retirement plan (401K)

Job summary

32BJ SEIU in New York City seeks an Administrative Assistant to support 70 field representatives and multiple divisions, ensuring efficient operations, event logistics, and data management. The role requires five years of administrative experience, strong organization and communication skills, and proficiency with Microsoft Office.

Occasional evenings and weekends are expected, with collaboration across HR, IT, Facilities, and Dues.

Qualifications

• Five years of administrative support experience.
• Strong organizational and communication skills, with the ability to manage multiple priorities and confidentiality.
• Proficiency in Microsoft Office Suite and ability to learn internal systems.
• Ability to work independently and as part of a team.
• Flexible hours, including evenings and weekends; notary license preferred.

Responsibilities

• Coordinate logistics for district meetings, member events, rallies, trainings, and conferences.
• Prepare meeting materials, signage, name badges, and communications.
• Administer Teams meetings and webinars, including scheduling and support.
• Support onboarding, transfers, and cross-department coordination.
• Maintain databases, reporting tools, and member activity records.
• Provide reception coverage and assist grievance/contract processes.

Skills

Administrative support

Organization

Customer service

Communication

Multitasking

Tools

Microsoft Office

Database systems

Job description

Based in New York City, NY(New York Metro District)

ABOUT US At the forefront of building the nation’s labor movement, 32BJ SEIU is changing the narrative around the critical social and economic issues facing working families. Founded in 1934, 32BJ is the largest union of property service workers in the country, representing more than 185,000 members across eleven states and Washington, DC. Our mission is to build a strong, democratic, politically independent union that improves our members’ lives, strengthens our communities, and advances racial, social, and economic justice.

With over 450 staff across 17 offices from Boston to Miami, 32BJ engages in collective bargaining, organizing, political action, and policy advocacy on issues including immigrant justice, housing affordability, organizing rights, and health care access. 32BJ is an affiliate of SEIU, the Service Employees International Union, which represents two million members nationwide.

POSITION OVERVIEW Reporting directly to the Senior Operations Manager, the Administrative Assistant serves as a key member of a team of administrative professionals supporting approximately 70 field representatives and multiple divisions representing more than 86,000 members throughout New York City. This position requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

Events, Meetings & Logistics

• Coordinate logistics for district meetings, membership meetings, rallies, trainings, conferences, phone banks, and other member-facing events.
• Secure venues and coordinate vendors, including catering, transportation, interpretation, and other event services.
• Prepare meeting materials, signage, name badges, and participant communications.
• Administer Microsoft Teams meetings and webinars, including scheduling, presentation management, participant support, and troubleshooting.
• Support operational planning and logistics for contract negotiations, campaigns, and strategic district initiatives.

Administrative & Office Operations

• Provide administrative support for district operations, including invoice processing, purchasing, mailings, document preparation, and attendance tracking.
• Order and maintain office supplies, visibility materials, and other operational resources.
• Maintain shared workspaces, conference rooms, copy rooms, and administrative systems to support efficient office operations.
• Troubleshoot office equipment and coordinate repairs and service requests as needed.

Staffing & Cross-Department Coordination

• Support onboarding, extensions, transfers, and offboarding processes for member brigades and staff.
• Coordinate with HR, IT, Facilities, Data, Dues, and other departments to ensure staff have appropriate workspace, equipment, and system access.
• Maintain asset accountability by coordinating the collection of union property, access cards, and equipment during separations.
• Assist in training new Administrative Assistants and maintaining related training materials and procedures.

Member Services, Reporting & Data Management

• Provide reception coverage and administrative support to members visiting the district office.
• Coordinate member appointments and facilitate meetings with Division Supervisors and other staff.
• Support district databases, workflow systems, reporting tools, and member activity tracking.
• Generate reports, research missing information, and help ensure the accuracy and completeness of operational data and metrics.

Grievance Administration & Contract Enforcement Support

• Provide administrative support for grievance and contract enforcement processes.
• Process leave of absence requests, including employer communications and preparation of member correspondence.
• Coordinate settlement check distribution, case-closing reviews, complaint reassignment, and maintenance of grievance records.
• Prepare and process grievance-related correspondence, including case closure letters, leave approvals, notices, warning letters, and other member communications.

Additional Responsibilities

• Perform other duties as assigned in support of the Union's programs, campaigns, and goals.

QUALIFICATIONS AND EXPERIENCE

• Five (5) years of administrative support experience in a fast-paced office environment.
• Strong organizational, customer service, and communication skills, with the ability to manage multiple priorities and maintain confidentiality.
• Proficiency in Microsoft Office Suite and the ability to learn internal systems and databases.
• Ability to work effectively both independently and as part of a team.
• Ability to work flexible hours, including evenings and weekends, and perform occasional physical tasks related to events.
• Commitment to the mission and values of the labor movement is a plus.

Preferred Qualifications

• Notary Public license.
• Experience working in a labor union, nonprofit, advocacy, membership-based, or other mission-driven organization.

WORK ENVIRONMENT This full-time position occasionally requires work outside normal business hours including nights and weekends. Union staff are expected to support membership meetings, events, campaigns, trainings, and other union activities as needed.

COMPENSATION & BENEFITS The salary range for this role is $60k – 65k, depending on experience. 32BJ provides a generous benefits package that includes a fully employer-paid medical, dental and vision plan, for full-time employees and their qualified dependents. We offer retirement benefits, including both a defined benefit pension plan and 401K. The Union currently offers a remote work policy of one remote day per week at the discretion of the manager.

32BJ is an inclusive and diverse organization, committed to advocating for social, racial, and economic justice. We promote diversity and strongly encourage application from people who believe in our mission. We strongly encourage women and People of Color to apply.