Confidential Administrative Assistant

Service-Employees-International-Union; Los Angeles (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

SEIU Local 2015 is seeking a discreet Confidential Administrative Assistant to provide comprehensive administrative and operational support to an assigned region or department. The role involves handling sensitive organizational, personnel, membership, legal, and labor-relations information with sound judgment.

The ideal candidate will be service-oriented, detail-focused, and capable of managing multiple priorities in a fast-paced, mission-driven environment, reporting to a Regional or

Qualifications

• Experience providing administrative support to managers, departments, or teams.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Ability to type at least 45 words per minute with accuracy.
• Strong written communication skills and ability to proofread and edit materials.

Responsibilities

• Provide day-to-day administrative support to the Regional or Department Director and staff.
• Maintain the director’s calendar, coordinate meetings, and assist with travel arrangements.
• Prepare correspondence, reports, forms, flyers, and meeting materials.
• Create and maintain filing systems and tracking databases for compliance and records.
• Assist with planning regional meetings and events and support union activities.

Skills

Administrative support

Microsoft Office

Calendar management

Data tracking

Written communication

Discretion/confidentiality

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

SEIU Local 2015 – Confidential Administrative AssistantAbout SEIU Local 2015SEIU Local 2015 is the largest union of long-term care workers in California, representing more than half a million home care, skilled nursing facility, and assisted living center workers across the state. Our members are united in their commitment to caring for California’s older adults and people with disabilities while building power for workers and their communities.Our mission is to unleash the collective power of long-term care workers, their families, and their communities to drive lasting economic and social justice. We are committed to building an anti-racist organization grounded in equity, justice, and cross-difference solidarity.To learn more, visit seiu2015.org.About the RoleSEIU Local 2015 is seeking an organized, resourceful, and highly discreet Confidential Administrative Assistant to provide comprehensive administrative and operational support to an assigned region or department.Reporting primarily to a Regional or Department Director, this position supports the daily coordination of departmental activities, maintains critical records and tracking systems, prepares correspondence and meeting materials, assists members and staff, and helps ensure timely completion of administrative requirements.Because this position may handle sensitive organizational, personnel, membership, legal, and labor-relations information, the successful candidate must exercise sound judgment, professionalism, and strict confidentiality.The ideal candidate is service-oriented, detail-focused, and comfortable managing multiple priorities in a fast-paced, mission-driven environment.Key ResponsibilitiesAdministrative & Department SupportProvide day-to-day administrative support to the assigned Regional or Department Director and departmental staffPrepare, format, proofread, and distribute correspondence, letters, reports, forms, flyers, announcements, and other materialsManage incoming telephone calls, mail, correspondence, and requests for the Regional or Department DirectorMaintain the director’s calendar, coordinate meetings, and assist with travel arrangementsEstablish and maintain accurate electronic and hard-copy filing systemsMonitor office supply inventory and submit supply requests in accordance with organizational approval proceduresSupport special projects and other departmental priorities as assignedData Management & Compliance TrackingCreate, update, and maintain spreadsheets, databases, and tracking systems used to support departmental and union programsTrack staff compliance with administrative requirements, including activity reports, attendance records, expense reports, and other required documentationMaintain accurate membership and organizing records, which may include membership cards, COPE cards, activity reports, organizing lists, steward and leadership lists, grievance records, and employer informationReview records for accuracy and completeness and follow up regarding missing or incomplete informationMaintain organized, accurate, and confidential documentation in accordance with organizational proceduresMeeting, Event & Project CoordinationAssist with the planning and coordination of regional, departmental, and organization-wide meetings and eventsPrepare meeting rooms, agendas, sign-in materials, presentations, and supporting documentsRecord, prepare, and distribute meeting minutes when requestedTrack meeting follow-up items and assist with ensuring assigned actions are completedSupport membership drives, petition drives, mobilizations, campaigns, and other union activitiesAssist with the implementation and coordination of Local-wide initiatives and special eventsMember & Staff SupportRespond professionally and courteously to inquiries from members, staff, vendors, and community partnersReceive and process member requests and concerns by telephone, email, or in person and refer matters to the appropriate staff member for resolutionProvide accurate, timely, and service-focused administrative assistanceCommunicate respectfully and effectively with individuals from diverse backgrounds and experiencesConfidential & Legal Administrative SupportHandle sensitive organizational, personnel, membership, and legal information with discretion and confidentialityProcess Beck notices and coordinate related communications with members, internal staff, and legal representativesPrepare and maintain confidential correspondence, records, and documentationExercise sound judgment when responding to sensitive inquiries or determining when a matter should be escalatedQualificationsDemonstrated experience providing administrative support to managers, departments, or teamsProficiency with Microsoft Office, including Word, Excel, PowerPoint, and OutlookExperience creating and maintaining spreadsheets, databases, electronic records, and tracking systemsAbility to type at least 45 words per minute with accuracyKnowledge of standard business correspondence, document preparation, and table formattingStrong written communication skills, including the ability to compose, proofread, and edit materials for grammar, spelling, punctuation, and accuracyExcellent organizational, time-management, and follow-through skillsAbility to prioritize assignments, manage competing deadlines, and remain effective under pressureStrong problem-solving skills and attention to detailAbility to maintain confidentiality and exercise discretion when handling sensitive informationDemonstrated ability to communicate respectfully and work effectively with a diverse membership and staffCommitment to providing accurate, efficient, and responsive serviceReliable attendance and punctualityBilingual skills are highly desirableCore CompetenciesThe ideal Confidential Administrative Assistant will demonstrate:Integrity, discretion, and confidentialityStrong administrative organization and attention to detailProfessional written and verbal communicationSound judgment and problem-solvingResponsiveness and service orientationEffective prioritization and follow-throughAdaptability in a fast-paced environmentRespectful cross-cultural communicationCommitment to the mission and values of SEIU Local 2015Work Environment & Physical RequirementsThis position may be assigned to an SEIU Local 2015 office located anywhere within California and will primarily report to the assigned Regional or Department Director. Day-to-day supervision and project direction may change based on departmental, campaign, or organizational needs.The position requires extended periods of sitting and working at a computer, frequent typing, and the ability to lift materials weighing up to 20 pounds.Working in the labor movement can be demanding and may occasionally require long or irregular hours, including evenings, weekends, or overtime, based on organizational and campaign needs. Limited travel may also be required.This job description outlines the primary responsibilities of the role but is not intended to include every activity, duty, or responsibility that may be assigned.Equal Opportunity EmployerSEIU Local 2015 is an equal opportunity employer. We value diversity and are committed to building an inclusive, equitable, and accessible workplace. Employment decisions are made without regard to race, religion, color, national origin, sex, gender, gender identity or expression, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by law.Don’t Meet Every Qualification?Please apply anyway. Research shows that women, LGBTQ+ individuals, and people of color are less likely to apply unless they meet every requirement. If you are excited about this opportunity and aligned with our mission, we encourage you to submit an application.