UDW Overview: 
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 200,000 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: Executive Assistant 
Job Type: Exempt (Salary) 
Department: Education & Training
Reports to: Education & Training Director 
Job Location: San Diego, CA
Schedule: Monday to Friday, 9:00 AM to 6:00 PM (must be flexible to work after hours and weekends)
Salary Range: $75,000.00 /year to $96,737.00/year (depending on experience)
Work Arrangements: Hybrid (baseline is three days in office and two days remote) Must be able to travel, locally and statewide.

Job Summary:
The Executive Assistant plays a crucial role in the department’s success by providing valuable administrative support to the department director and staff. This involves managing schedules, prioritizing tasks, and ensuring timely communication with internal and external stakeholders. The executive assistant must also be highly organized, able to anticipate the needs of the personnel they support and possess strong critical thinking skills. In addition, they will be responsible for coordinating travel arrangements, organizing meetings, and preparing presentations or reports. Ultimately, the goal of the executive assistant is to enable the director and staff to focus on their responsibilities while ensuring that all administrative tasks are handled efficiently and effectively.

Executive Assistant - Duties and Responsibilities:    
•    Provide and coordinate high-level & complex administrative support to the assigned department and respective personnel.
•    Manage and reconcile expense reports, invoices, and receipts, and flag upcoming expenses for budgetary purposes.
•    Partner with leaders and key operations to effectively manage to change schedules and priorities and communicate to all involved parties.
•    Create and maintain various data systems for tracking and monitoring training and training requests within the department.
•    Ensure compliance with administrative requirements such as training requests, and record keeping. 
•    Prepare materials, including correspondence, letters, flyers, forms, educational one-pagers, and announcements.
•    Establish and maintain a hard copy and/or electronic filing system. 
•    Process mail and phone calls for the department. 
•    Maintain department and director calendars and coordinate travel arrangements.
•    Create spreadsheets, and update/maintain training and vendor and consultant databases.
•    Attend and participate in regional meetings, assist in room preparation, agenda preparation, typing and distributing minutes, and execute follow-up work from meetings. 
•    Track education and training inventory and request office supplies.
•    Assist in the implementation and coordination of other local and statewide events relating to education and training.
•    Travel to support Director and department personnel in preparations for department initiatives on a needed basis.
•    Receive, organize, and manage employee and department requests for training and education.
•    Coordinate with other Executive Assistants for training locations and logistics of special events and projects.
•    Interact courteously and tactfully with managers, co-workers, members, vendors, or associates.
•    Provide report outs of department initiatives.
•    Assist with department projects and perform other duties as assigned, which are reasonably within the scope of work in this job classification. 

Training & Education - Duties and Responsibilities: 
•    Support education and training processes by maintaining calendars of the education and training management team, scheduling appointments, and maintaining records and information.
•    Set up, maintain, and breakdown rooms for training and education, including ordering food and preparing training materials
•    Answer the telephone, relay messages, and maintain equipment and supplies.
•    Maintain accurate and up-to-date education and training files, department records, and documentation.
•    Answer frequently asked questions from employees and members about education and training; refer more complex questions to appropriate senior-level education and training staff or management.
•    Perform periodic audits of education and training documentation and records to ensure that all required training has been completed by staff and members; work with HR to ensure employee files are updated with certificates.
•    Provide clerical support to the education and training department, filing, and creating documents, training materials, packets, mail, and certificates of completion.
•    Assist with planning and execution of special events such as retreats, justice-centered benefits (), organization-wide meetings, employee recognition events, holiday parties, and other celebrations.
•    Create and maintain presentation materials and documents (e.g., PowerPoint, Google Suites, Canva)
•    Assist with department projects and perform other duties as assigned, which are reasonably within the scope of work in this job classification. 
•    Required electoral work during election seasons as needed.

Knowledge, Skills, and Abilities: 
•    Familiarity with popular education, practices, and procedures.
•    Ability to maintain and secure high levels of confidential information (e.g., company and financial records, political plans, legal information, and all other confidential information and records).
•    Expertise using Microsoft programs, including Word, Excel, SharePoint, PowerPoint, Teams, and Outlook.
•    Experience booking travel arrangements & lodging.
•    Effective calendar management and time 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 with different applications.

Preferred Qualifications:
•    Office administration, office technology, secretarial science associate degree or related 
•    3-6+ years of experience of related to Executive Assistant, or high-level administrative assistant experience 
•    Flexibility to be on-call and/or work weekends, after hours, and holidays.
•    Basic knowledge of social and racial justice.
•    Effective administration and people management skills.
•    Excellent written and verbal communication skills.
•    Works well under pressure and meets tight deadlines.
•    Highly computer literate with capability in email, MS Office and related business and communication tools, particularly SharePoint.
•    Fantastic organizational and time management skills.
•    Strong decision-making and problem-solving skills.
•    Meticulous attention to detail.
•    Experience creating budgets utilizing spreadsheets, cells and formulas.
•    Ability to accurately follow instructions
•    Bilingual skills highly desirable.
•    Presentation design skills highly desirable including experience with Canva and in-design.

Requirements: 
•    Must possess a valid California driver’s license, auto insurance that covers business driving, and an automobile for business use.
•    Must be able to travel 20%-50% of the year, locally and statewide.

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 accommodations 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 hear. The employee frequently is required to use hands or finger, 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 accommodations may be made to enable individuals with disabilities to perform the 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 environment can include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gasses, smoke, dust, or airborne particles; and outside weather conditions.

Equal Opportunity Employer:
UDWA is an equal opportunity employer, and, as such, does not discriminate 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.

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