Job Description

COMMUNICATIONS WORKERS OF AMERICA

6 HARRISON STREET, NEW YORK, NY 10013

212.226.6565 - TELEPHONE

212.966.6831 - FAX

WWW.CWA1180.ORG

JOB TITLE: Executive Assistant to the Secretary-Treasurer

Salary Range: $53,000 to $58,000

GENERAL DESCRIPTION:

The candidate must be self-motivated, must have the ability to manage diverse tasks, often without direct supervision. The candidate must also possess strong organizational skills, excellent communication, and interpersonal skills and the candidate must also be able to collaborate with all staff to maintain high-quality standards.

Although the role is similar to that of a secretary, administrative assistant, or personal assistant, Executive Assistants may have more responsibilities and confidential duties because they work more closely with upper management. They also serve as links between the executive and the rest of the staff, contribute to better organization and planning, and help leaders be more effective in their roles.

DUTIES:

• Performing office management duties such as but not limited to overseeing the operation of the Union Local’s support staff. Providing assistance and handling complaints when necessary between staff.

• Providing administrative assistance, such as writing and editing emails, drafting memos, taking notes/minutes, and preparing communications on the executive's behalf.

• Maintaining comprehensive and accurate corporate records, documents, and reports.

• Performing minor accounting and bookkeeping duties.

• Performing duties in Payroll and Timekeeping.

• Performing Human Resources duties such as but not limited to, taking notes in disciplinary hearings/supervisory meetings/staff requested meetings. Conducting mediation sessions between staff.

• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.

• Answering incoming phone calls politely and professionally and accurately taking messages, providing the necessary assistance, and handling complaints.

• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.

• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.

• Coordinating travel arrangements (both domestic and international) and create trip itineraries.

• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.

• Responsible for ordering supplies that are needed for the executive office and the Local.

· Must be able to work flexible hours when needed.

REQUIRED SKILLS AND ABILITIES:

· Time management and ability to meet deadlines

· Excellent verbal and written communication skills

· Strong organizational skills and ability to multitask

· Problem-solving and decision making skills

· Ability to act as a gatekeeper and escalate relevant information to executives as needed

· Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, scanners, fax machines).

· Ability to work effectively with minimal supervision

· Strong interpersonal skills and excellent leadership skills

· Ability to treat confidential information with appropriate discretion

· Exceptional attention to detail

· Familiarity with Microsoft Office Suite. Must be experienced in Excel.

EXPERIENCE

1. Bachelor's degree from a four-year college and two (2) years of satisfactory, full-time progressively responsible clerical or administrative experience, at least one year must have been experience in supervising staff performing clerical work and/or customer service; or

2. An Associate’s degree from an accredited college or completion of two years of study (60 credits) at an accredited college and four (4) years of satisfactory responsible full-time work experience as described in “1” above including one year of supervisory experience; or

3. High school graduation or evidence of having passed an examination for a high school equivalency and eight (8) years of satisfactory responsible full-time work experience as described in “1” above including one year of supervisory experience; or

4. A satisfactory equivalent combination of education and experience.

5. Experience with the Microsoft Office Suite (e.g., Office, Excel, PowerPoint) and other scheduling, bookkeeping, and project management software can also be very beneficial.

INTERESTED CANDIDATES SHOULD EMAIL SORUOEGINEE SOMWARU (SAM), HUMAN RESOURCE ASSISTANT AT SSOMWARU@CWA1180.ORG BY 3/26/2021 AND INCLUDE 1) COVER LETTER, 2) RESUME AND 3) AT LEAST TWO REFERENCES.