Administrative/Organizing Assistant

IFPTE Local 21 (https://ifpte21.org/)

Please submit your resume and cover letter to jobs@ifpte21.org

We are searching for an experienced administrative assistant with event planning experience to manage events (meetings, assemblies, rallies, etc.) from concept through completion, helping maintain our reputation for memorable events. The ideal candidate is enthusiastic, creative, detail-oriented, and dedicated to providing superb client service at every turn. This role demands an expert in all aspects of events, meetings, and conference planning, including cost containment, venue scouting, equipment logistics, room setup, food ordering, and best practices. This person must also have excellent leadership skills.

We are currently seeking someone exceptional to take the helm. The ideal person should have excellent punctuality and attendance. This person would join an administrative team to support a staff of forty plus members of IFPTE Local 21. This person must have a demonstrated ability to contribute to creating a positive work environment that encourages personal responsibility, initiative and innovation. Candidates must recognize that working in the labor movement is tough, demanding yet rewarding work, which sometimes requires working overtime and weekends. Some limited travel may be required. The office headquarters are in San Francisco. Additional office locations are in Oakland, Martinez, and San Jose. This is an in-person ONLY position. There is no hybrid opportunity available. The position requires possession of a valid driver’s license. You must have a reliable vehicle to travel within the Bay Area.

This position reports to the Strategic Operations Director but supports all administrative needs of Senior Management. We are looking for someone that is a problem solver with a pleasing personality and excellent communication and analytical skills, highly organized and impeccable attention to detail. The ideal candidate should have previous experience working in a fast-paced, high demand office environment, performing administrative tasks, and providing support to coworkers. We are looking for someone that knows how to organize their work, set priorities, meet critical deadlines, and follow up/report out on assignments. This person should also use initiative and independent judgment within established guidelines. In order to be selected as a candidate, you will also need demonstrated proficiency using Microsoft suite programs, Salesforce, Mailchimp, Gmail, Forms and SurveyMonkey as well as up to date on various technologies used for communications.

Physical Demands

While performing the duties of this position, the candidate is regularly required to: use hands to finger, handle, or feel objects tools, controls, and equipment; both see and hear; walk, sit, climb stairs and stand; The position requires possession of a valid driver’s license. You must have a reliable vehicle to travel within the Bay Area. You must have the ability to communicate verbally on the telephone and in person; regularly lift up to 20 lbs.; and regularly kneel and bend. Travel to venues for site visits and stores to purchase supplies are also required.

Field Staff Assistance & Organizing Support

• You must be able to multitask with a strong knowledge of Office 365 and Database management to ensure data quality and accuracy
• Assist field staff and chapters with chapter officer elections, contract ratification votes, strike votes, etc.
• Update Salesforce profiles for members (chapter officer, delegate status, mailing address, etc.)
• Inputting, maintaining, and constructing accurate membership data and reports
• Design and distribute monthly bulletins
• Assist field staff with survey development as needed
• Ensure completed membership forms are with the San Francisco Office for processing
• Plan logistics, including acquiring permits and food, for rallies and other actions
• Provide on-site assistance to staff and members in relation to the contract campaigns, rallies, and local political actions

Meeting Governance

• Maintain and update an internal meeting calendar
• Reserve meeting rooms on behalf of chapter officers and field staff members
• Set up and clean up in-house meetings
• Print and photocopy materials for meetings as needed (agendas, sign-in sheets, meeting minutes, parking validation, etc.)
• Managing incoming and outgoing communication as assigned.
• Send meeting announcement emails and reminders
• Intake RSVPs and track meeting attendance
• Order food and refreshments for a high volume of regular and special meetings

Clerical Support

• Operating standard office equipment, such as personal computers, laptops, various software, projectors, multi-line telephone equipment, copiers, scanners, and postage meters
• Scanning paper files and uploading them to an internal server
• Ability to use the internet for information collection and research.
• Develops and maintains spreadsheets, and other related reports, by allocating, posting, and verifying entries.
• Print and send letters and correspondence for field staff as needed
• Work with field staff to assemble and distribute union manuals and packets for various events and training (particularly new employee orientations)
• Maintain and order inventory of L21 branded items (swag items)
• Other administrative tasks as needed

Reception & Office Administration

• Maintain an organized office space, including developing a logical paper filing system, ordering, and managing the inventory and distribution of office & kitchen supplies, labeling drawers and cabinets as needed, and ensuring field staff are aware of the office management systems in place
• Manage phones; transfer calls and take messages for field staff
• Greet members and visitors to the office
• Open & distribute incoming mail and parcels
• Post outgoing mail and distribute to box or post office (bulk mail)
• Place necessary service calls for copiers/fax
• Provide basic user tech support for Union computers, copiers, and phone systems, evaluate when outside IT service is required
• Work in conjunction with outside IT service contractor for maintenance & troubleshooting of computer network, email, backup & remote servers