Confidential Administrative Assistant – Member Strength

Seiu 49; Oakland (CA); Vor Ort; USD 76.000 - 80.000; Vollzeit

Zusammenfassung

SEIU Local 2015 in Oakland, CA is seeking a Confidential Administrative Assistant to provide comprehensive administrative support to an assigned region or department. The role requires discretion, strong organizational skills, calendar management, and precise recordkeeping.

Responsibilities include preparing correspondence, coordinating meetings and travel, maintaining filing systems, and assisting members and staff while upholding confidentiality in a fast-paced, mission-driven environment.

Qualifikationen

• Experience providing administrative support to managers or executives.
• Proficient in standard business correspondence and document formatting.
• Excellent organizational and time-management skills.
• Ability to type at least 45 words per minute with accuracy.
• Discretion and confidentiality in handling sensitive information.

Aufgaben

• Provide day-to-day administrative support to the Regional/Department Director and staff.
• Prepare, format, proofread, and distribute letters, reports, forms, and materials.
• Manage calls, mail, and requests; coordinate meetings and travel; maintain calendars.
• Maintain filing systems and tracking databases; support projects and campaigns.
• Respond to inquiries from members, staff, vendors, and partners with professionalism.

Kenntnisse

Calendar management

Office administration

Communication skills

Bilingual

Tools

Microsoft Office

Jobbeschreibung

Confidential Administrative Assistant
Member Strength

Based in Oakland, CA

Salary Range: $75,503.63 – $80,101.80 Salary
Position Type: Non-Exempt

About SEIU Local 2015
SEIU 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.

About the Role
SEIU 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 Responsibilities
Administrative & Department Support

• Provide day-to-day administrative support to the assigned Regional or Department Director and departmental staff
• Prepare, format, proofread, and distribute correspondence, letters, reports, forms, flyers, announcements, and other materials
• Manage incoming telephone calls, mail, correspondence, and requests for the Regional or Department Director
• Maintain the director’s calendar, coordinate meetings, and assist with travel arrangements
• Establish and maintain accurate electronic and hard-copy filing systems
• Monitor office supply inventory and submit supply requests in accordance with organizational approval procedures
• Support special projects and other departmental priorities as assigned

Data Management & Compliance Tracking

• Create, update, and maintain spreadsheets, databases, and tracking systems used to support departmental and union programs
• Track staff compliance with administrative requirements, including activity reports, attendance records, expense reports, and other required documentation
• Maintain accurate membership and organizing records, which may include membership cards, COPE cards, activity reports, organizing lists, steward and leadership lists, grievance records, and employer information
• Review records for accuracy and completeness and follow up regarding missing or incomplete information
• Maintain organized, accurate, and confidential documentation in accordance with organizational procedures

Meeting, Event & Project Coordination

• Assist with the planning and coordination of regional, departmental, and organization-wide meetings and events
• Prepare meeting rooms, agendas, sign-in materials, presentations, and supporting documents
• Record, prepare, and distribute meeting minutes when requested
• Track meeting follow-up items and assist with ensuring assigned actions are completed
• Support membership drives, petition drives, mobilizations, campaigns, and other union activities
• Assist with the implementation and coordination of Local-wide initiatives and special events

Member & Staff Support

• Respond professionally and courteously to inquiries from members, staff, vendors, and community partners
• Receive and process member requests and concerns by telephone, email, or in person and refer matters to the appropriate staff member for resolution
• Provide accurate, timely, and service-focused administrative assistance
• Communicate respectfully and effectively with individuals from diverse backgrounds and experiences

Confidential & Legal Administrative Support

• Handle sensitive organizational, personnel, membership, and legal information with discretion and confidentiality
• Process Beck notices and coordinate related communications with members, internal staff, and legal representatives
• Prepare and maintain confidential correspondence, records, and documentation
• Exercise sound judgment when responding to sensitive inquiries or determining when a matter should be escalated

Qualifications

• Demonstrated experience providing administrative support to managers, departments, or teams
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Experience creating and maintaining spreadsheets, databases, electronic records, and tracking systems
• Ability to type at least 45 words per minute with accuracy
• Knowledge of standard business correspondence, document preparation, and table formatting
• Strong written communication skills, including the ability to compose, proofread, and edit materials for grammar, spelling, punctuation, and accuracy
• Excellent organizational, time-management, and follow-through skills
• Ability to prioritize assignments, manage competing deadlines, and remain effective under pressure
• Strong problem-solving skills and attention to detail
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Demonstrated ability to communicate respectfully and work effectively with a diverse membership and staff
• Commitment to providing accurate, efficient, and responsive service
• Reliable attendance and punctuality
• Bilingual skills are highly desirable

Core Competencies
The ideal Confidential Administrative Assistant will demonstrate:

• Integrity, discretion, and confidentiality
• Strong administrative organization and attention to detail
• Professional written and verbal communication
• Sound judgment and problem-solving
• Responsiveness and service orientation
• Effective prioritization and follow-through
• Adaptability in a fast-paced environment
• Respectful cross-cultural communication
• Commitment to the mission and values of SEIU Local 2015

Work Environment & Physical Requirements
This 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 Employer
SEIU 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.