Administrative Assistant

About SEIU 775

SEIU 775 represents more than 60,000 long‑term care workers providing quality home care, nursing home care, and residential services in Washington, Montana, and Alaska. SEIU 775’s mission is to unite the strength of all caregivers, to create a better life for ourselves and those we care for, and to lead the way to a more just and equitable world.

The Administrative Assistant works in the department in which they are hired, and works closely with union officers, management staff, and staff of other departments and partner organizations.

The Administrative Assistant’s primary responsibility is managing, coordinating, and overseeing administrative duties supporting a large diverse team. You have a knack and desire for ensuring the team is organized and running efficiently and smoothly.

• Provide a wide range of difficult to complex administrative tasks, office, and clerical support for the Department
• Word processing/mail merge
• Collect and distribute incoming and outgoing mail
• Draft correspondence and reports
• Create and analyze spreadsheets and presentations
• General office management
• Produce daily, weekly, and monthly reporting
• New hire paperwork and technical set up
• Coordinate timesheet collection
• Personal assistance including preparation and management of expense records for the department staff and Union Members
• Assist with troubleshooting phone or computer problems, work with staff to resolve, including initiating and managing trouble IT tickets.
• Providing calendar management for Vice President and Department Directors.
• Direct support for Vice President including agenda preparation, note taking, tracking of assignments and communications, scheduling, and calendaring
• Perform event and meeting planning for retreats, conferences, and other meetings, including all aspects of meeting logistics, turn‑out, and preparation, such as scheduling, venue planning, travel, materials production, vendor relations, and staff support for event.
• Assist with yearly conference planning and execution
• Filing and record‑keeping
• Keep accurate written and digital records
• Attend meetings: (driving, walking, sitting, standing, talking, and listening for up to three hours at time with intermittent breaks)
• Make and manage travel arrangements and coordination.
• Travel for days at a time may be required.
• May be required to do political work for candidates and member political education as part of job duties.
• Other duties as assigned.

• Proficient in developing and maintaining SharePoint sites, forms and calendars as needed by Vice President and Department Director.
• Ability to receive direction and instruction from the Department Manager, Director and Officer, as well as other union officers, union or Partnership staff, employers, and union leaders as necessary in the daily operation of the department and the Union.
• High level of integrity and discretion in handling confidential/sensitive information.
• Superior attention to detail, great organization and prioritization skills, the ability to plan ahead and to meet tight deadlines, all while juggling multiple critical requests.
• Experience with calendar management using Outlook.
• Positive, proactive, and able to consistently exercise great judgment.
• Ability to work effectively with minimal supervision

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job may be considered.

• Minimum three (3) years of related experience in the areas of office management including responsible administrative work supporting high level management or executives
• Must have experience in use of databases, Intermediate Excel including Pivot tables, Word, PowerPoint, Adobe, and other Microsoft programs.
• Business writing ability in English required.
• The Admin Assistant may be expected to develop proficiency in use of interactive programs and to learn our member database (Unionware and/or Salesforce).
• Occasional weekend work is required for this position.

• Fluency in language(s) in addition to English is a plus, preference for native…