Discreet Administrative Assistant for Union Programs

SEIU Local 2015; Los Angeles (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

SEIU Local 2015 is seeking a Confidential Administrative Assistant to provide organized, discreet administrative support to a regional or departmental team in California. The role emphasizes confidentiality, record-keeping, scheduling, and coordinating meetings and travel.

You will manage correspondence, prepare materials, track compliance, and assist with campaigns and member services while maintaining professionalism and strong attention to detail in a fast-paced, mission-driven environment.

Qualifications

• Experience providing administrative support to managers or teams.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to type at least 45 words per minute with accuracy.
• Strong written communication and document formatting.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Commitment to confidentiality and discretion.
• Bilingual skills are highly desirable.

Responsibilities

• Provide day-to-day administrative support to the 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Microsoft Office

Typing 45 wpm

Written communication

Organization

Time management

Discretion

Cross-cultural communication

Bilingual (desirable)

Tools

Excel

PowerPoint

Outlook

Job description

SEIU Local 2015 is seeking a Confidential Administrative Assistant to provide organized, discreet administrative support to a regional or departmental team in California. The role emphasizes confidentiality, record-keeping, scheduling, and coordinating meetings and travel.

You will manage correspondence, prepare materials, track compliance, and assist with campaigns and member services while maintaining professionalism and strong attention to detail in a fast-paced, mission-driven environment.