Senior Administrative Assistant (San Diego, CA) - United Domestic Workers

UDW Overview: 
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 170,000 home care and family child care providers in 45 counties in California. Founded in 1979, UDW is a diverse, progressive labor organization that seeks dynamic, committed individuals who will support our members and those for whom they care locally, statewide and at the national level. 

UDW is one of California’s largest labor unions. We consistently support and lead important social justice initiatives like fighting for racial justice, income inequality, and affordable health care for all. We are committed to respect and dignity for seniors, people with disabilities, and the children in our care.  We fight for better working conditions and fair pay for home care and child care providers, and full funding for life-saving programs like In-Home Supportive Services (IHSS) and subsidized family child care. For more information about UDW, please visit our website at www.udwa.org.

Job Information: 
Job Title: Senior Administrative Assistant
Job Type: Exempt (Salary) 
Department: Organizing & Field Services (OFS)
Reports to: Assistant Director of Internal Operations - Southern Region  
Job Location: San Diego, CA or Riverside, CA
Schedule: Full Time – Hybrid,  Monday to Friday, 9:00 AM to 6:00 PM (subject to changes)
Salary Range: $66,560.00 to $77,500.80/year

Job Summary:
The Senior Administrative Assistant provides high-level administrative services and day-to-day business operations clerical support to the Assistant Director of Internal Operations and supports district and regional staff in accomplishing the organization’s goals.

Duties and Responsibilities:    

•    Provide high-level administrative to management within the organization by managing their schedules, prioritizing appointments, and ensuring effective time management.
•    Manage and coordinate management’s meetings, appointments, travel arrangements to optimize productivity.
•    Coordinate meetings, conferences, events, logistics, agenda preparation, and post-event follow-up to ensure seamless execution.
•    Prepare and distribute correspondence, memos, reports, and presentations with attention to detail and professionalism, maintaining consistent branding and communication standards.
•    Maintain accurate electronic and physical filing systems, organizing documents and information for easy access and retrieval.
•    Act as a primary point of contact for internal and external stakeholders, demonstrating professionalism, discretion, and excellent communication skills in all interactions.
•    Handle inquiries and requests from internal and external parties promptly and effectively, providing information or directing queries to the appropriate individuals.
•    Assist in project management tasks, such as tracking deadlines, milestones, and deliverables and preparing status reports for executives.
•    Coordinate office activities and operations to ensure efficiency and compliance with company policies, serving as a resource for staff members on administrative procedures.
•    Manage executives' calendars, reminding them of important tasks, deadlines, and upcoming commitments to ensure timely action and follow-through.
•    Screen and prioritize incoming communication, including emails and phone calls, filtering information and redirecting inquiries as needed.
•    Draft and edit documents, including letters, memos, reports, and presentations, ensuring accuracy, clarity, and adherence to organizational guidelines.
•    Organize and maintain management's confidential files and records, handling sensitive information with discretion and confidentiality.
•    Track expenses and prepare expense reports accurately, ensuring timely submission and reimbursement processing.
•    Process invoices and manage accounts payable tasks, verifying accuracy, obtaining necessary approvals, and ensuring timely payments in collaboration with the Finance department.
•    Arrange logistics for meetings, conferences, and special events, including venue booking, catering arrangements, audiovisual setup, and attendee coordination.
•    Coordinate travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries to streamline management's travel experience.
•    Provide administrative support for special projects and initiatives, collaborating with team members to achieve project goals and deadlines.
•    Monitor office supplies and reorder as necessary, maintaining adequate inventory levels for smooth operations.
•    Assist in onboarding new employees by coordinating training sessions, setting up workstations, and facilitating the integration process when needed.
•    Maintain confidentiality and handle sensitive information carefully, adhering to data protection and privacy regulations.
•    Conducted research, compiled data, and prepared reports on various topics as requested by executives, supporting informed decision-making and strategic planning.
•    Coordinate internal and external communications, including drafting announcements, newsletters, and other materials to keep stakeholders informed and engaged.
•    Collaborate with cross-functional teams and departments to facilitate communication, coordination, and collaboration on shared projects and initiatives.
•    Implement and maintain efficient office procedures and workflows, identifying opportunities for improvement and recommending enhancements to optimize efficiency and effectiveness.
•    Demonstrate professionalism, integrity, and a strong work ethic in all aspects of the role, serving as a reliable and trusted resource for management and colleagues. 
•    Assist with department projects and perform other duties as assigned, which are reasonably within the scope of work in this job classification. 

Knowledge, Skills, and Abilities: 
•    Strong knowledge of administrative, clerical, and secretarial principles, practices, and procedures.
•    Ability to maintain and secure all levels of confidential information (e.g., company and financial records, employee and member relations, political plans, legal information, and all other confidential information and records).
•    Expertise using Microsoft programs, including Word, Excel, PowerPoint, Teams, and Outlook.
•    Strong knowledge and experience booking travel arrangements & lodging.
•    Effective calendar management and time management skills.
•    Effective expense management skills.
•    Demonstrated ability to type 45 to 70+ wpm.
•    Knowledge of standard business documents and table formatting to prepare materials accurately. 
•    Proficiency in using the Internet as a research tool.
•    Experience composing grammatically correct correspondence and editing drafts to correct grammar, spelling, and punctuation.
•    Excellent organizational skills. 
•    Ability to communicate and relate respectfully with a diverse membership and staff. 
•    Commitment to providing accurate, efficient, and friendly service to staff and members. 
•    Ability to exercise strong problem-solving skills. 
•    Ability to multi-task and must work well under pressure and deadlines.
•    Able to prioritize and complete workload. 
•    Ability to design and create presentations using company brand assets

Preferred Qualifications:
•    Office administration, office technology, secretarial science associate degree or related. 
•    7+ years of experience related to upper-level Administrative Assistant experience.
•    Exposure to labor law and employment equity regulations.
•    Full understanding of office and administrative functions and best practices.
•    Full understanding of calendar management and best practices.
•    Excellent written and verbal communication skills.
•    Works well under pressure and meets tight deadlines.
•    Effective expense management skills 
•    Highly computer literate with capability in email, MS Office, and related business and communication tools.
•    Fantastic organizational and time management skills.
•    Strong decision-making and problem-solving skills.
•    Meticulous attention to detail.
•    Ability to accurately follow instructions.
•    Bilingual skills are highly desirable. 

Requirements: 
•    Must possess a valid California driver’s license, auto insurance that covers business driving, and an automobile for business use.
•    Willingness to travel, and ability to work flexible hours and work long and irregular hours, including evenings and weekends.
•    Flexibility to be on-call and/or work weekends, after hours, and holidays.

Employee Benefits:
•    Health Insurance
•    Dental Insurance
•    Vision Insurance
•    Life / AD&D
•    Long Term Disability (LTD)
•    401(k) Savings Plan
•    Pension Plan
•    Paid Vacation Days
•    Paid Sick Leave
•    Personal Day (8 hours)
•    16 Paid Holiday
•    Floating Holiday

COVID-19 Vaccination Requirement:
UDW has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, our employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Physical Demands: 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk and listen. The employee frequently is required to use hands or fingers, handle, or feel objects, tools, or controls. The employee is required to stand, walk; sit; reach with hands and arms; climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. 

Work Environment: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is primarily exposed to an office-type environment. The employee will frequently work on or around office equipment and furniture. The noise level in the work environment is low to moderate. The employee will frequently work with deadlines under pressure and will occasionally be required to work alone. The employee is occasionally exposed to outdoor environments which can include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gases, smoke, dust, or airborne particles; and outside weather conditions.

Equal Opportunity Employer:
UDWA is an equal opportunity employer, and, as such, does not discriminate against an employee or applicant based on race, creed, color, age, sex, national origin, marital status, sexual orientation, gender identity, religious affiliation, disability, or any other classification protected from discrimination under applicable law.

Notice of E-Verify Participation: 
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS (888) 897-7781, dhs.gov/e-verify

Women, people of color, people with disabilities, and members of the LGBTQIA+ community are strongly encouraged to apply.

To apply for this position, please visit UDW’s career page and submit your application.
UDW’s career link →   https://udwa.hiringplatform.com/list/careers