Temporary Confidential Assistant

RPMGlobal; Burlingame (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

CTA in California is seeking an experienced executive administrative assistant to provide confidential support to the Associate Executive Director in CRD. You will coordinate calendars, meetings, travel, and oversee workflow within the division.

Responsibilities include copy editing, managing projects, preparing materials for leaders, and coordinating budgets and invoices with CTA departments. Strong writing, attention to detail, and discretion are essential.

Qualifications

• High school diploma or equivalent with 3 years of executive admin experience.
• Strong organization, prioritization, and sound judgement.
• Experience managing large complex projects with deadlines.
• Excellent attention to detail and multitasking in fast-paced settings.
• Strong writing and copy editing skills.
• Proficiency in Microsoft Office and ability to learn CTA software.
• Excellent oral and written communication; confidentiality essential.
• Willing to travel and work overtime as needed.

Responsibilities

• Coordinates requests for meetings; makes travel arrangements; coordinate logistics for CRD and CTA meetings.
• Copy edits reports, member emails, press releases, and other materials.
• Plans, coordinates and follows through on a wide range of complex special projects.
• Handles and responds to CRD inquiries and directs them to related departments and staff.
• Prepares and coordinates distribution of materials to union leaders and staff.
• Prepares and coordinates distribution of confidential materials for committees and workgroups.
• Organizes and maintains CRD files and division-wide systems.
• Assists with CRD budget tracking and coordinates invoices and vendor contracts.

Skills

Executive support

Prioritization

Attention to detail

Effective writing

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office suite

CTA software applications

Job description

General Description

This position provides skilled confidential administrative support to the Associate Executive Director in the Communication and Research Division (CRD) with minimal supervision. Assists in coordinating the work of the Associate Executive Director and provides support for projects and campaigns across CRD. Coordinates calendars and special projects; schedules meetings; responds to requests for information; and assists in managing the flow of work through the Division.

Duties and Responsibilities

• Coordinates requests for meetings; makes travel arrangements; and coordinate logistics for CRD and other CTA meetings.
• Copy edits reports, member emails, press releases, and other materials as needed.
• Plans, coordinates and follows through on a wide range of complex special projects.
• Handles and responds to CRD inquiries and requests and directs them to related departments, offices, and staff as appropriate.
• Prepares and coordinates distribution of various materials and information to union leaders and staff.
• Prepares and coordinates distribution of confidential and other materials for various committees and workgroups, and other meetings.
• Organizes and maintains CRD files and other division wide systems.
• Assists with CRD budget tracking and coordinates submission and payment of invoices and vendor contracts with related CTA departments.
• Performs other appropriate duties and projects as assigned.

Qualifications

• High school diploma/equivalent and three (3) years of relevant executive administrative experience.
• Demonstrated ability to effectively organize and prioritize work, and exercise sound judgement.
• Demonstrated ability to exercise planning, coordinating and follow through on large complex projects, including development of project management plans and deadlines independently.
• Strong attention to detail and the ability to manage multiple projects at once in a fast-moving environment.
• Strong writing and copy editing skills.
• Ability to work cooperatively with co-workers in a complex organizational system.
• Proficiency in the use of a variety of software programs, including all Microsoft Office programs, as well as an ability to learn and use all CTA software applications.
• Ability to communicate clearly, orally and in writing.
• Ability to organize, schedule, and coordinate complex system functions, calendars, and records/information.
• Understanding of unions and membership-based organizations.
• Demonstrated ability to maintain confidentiality.
• Ability to travel and work overtime as needed

Desirable Additional Qualifications:

• Knowledge of CTA's organization structure, department functions, executive and policy making bodies, and staff structure of CTA.