Executive Assistant - Executive Office (Hybrid)

Location: Washington, DC*

Application Deadline: When filled

*Please Note: Solidarity Center staff enjoy a hybrid telework/in-person schedule. All candidates applying for this role will be expected to work in the Washington, D.C. office a minimum of three days per week unless an ADA or health-related exemption is approved.

Summary

Solidarity Center seeks a highly organized, detail oriented, personable, and politically savvy Executive Assistant (Professional Level II) to support the Executive Management Team, with primary responsibility to the Executive Director. This individual ensures that the Executive Office runs smoothly and efficiently. The Executive Assistant manages incoming correspondence, including e-mail, keeps the Executive Director’s calendar and that of the organization, maintains Executive Office files, and liaises with Solidarity Center staff on behalf of the Executive Director. This position requires strong communication skills, diplomacy, and tact for interacting with senior management and a range of high-level individuals in the labor movement, NGO community, and US government and donor organizations. The Executive Assistant tracks management travel and leave schedules, attends to logistics for Solidarity Center meetings and conferences, arranges Executive Office travel, and prepares expense reports. This individual must be able to handle highly confidential information, including matters related to labor-management, with complete discretion. This position may require periodic travel.

Qualifications

The Executive Assistant must be a highly motivated individual with excellent communication skills, both written and oral. This individual must be an extremely well-organized professional, with experience in head-office operations. Tact, diplomacy, sound judgment, and the ability to interact well with others at all levels are required. The Executive Assistant must be able to manage multiple tasks and track the development of numerous projects and issues. The ability to quickly attain and demonstrate full knowledge of Solidarity Center structure, policy, programs, and procedures as well as communications protocol will be essential.

Respect for diversity and the ability to act as a part of a team and to lead others are necessary in this position. Excellent administrative and editing skills and computer literacy are important. Fluency in a second language is desirable. A bachelor’s degree in a related field and/or five years of executive office or similar experience is also required.

Supervisor: Executive Director

Specific Duties:

• Maintain the Executive Director’s calendar. Schedule meetings, and coordinate schedules with senior management and other staff.
• Own the organizational calendar to manage conflicts with all-staff meetings, field meetings, retreats, global conferences, etc.
• Schedule meetings for the Executive Director and Executive Team. Send announcements, reserve space, create agendas, identify materials needed, produce documentation, order supplies and refreshments. Set up and clear conference room for Executive Office meetings. Maintain and distribute meeting notes, including as related to labor-relations matters.
• Plan meetings and retreats.
• Attend conferences and meetings. Prepare, publish, and distribute narrative summary minutes
• Manage the Executive Director’s incoming correspondence including e-mail. Respond to or forward routine correspondence. Mark for urgency. Track action items, replies needed and deadlines for the Executive Director. Advise staff of other departments on formats and protocols for Solidarity Center communications.
• Initiate regular meetings with supervisor to review priority work of the office and attend to pending items.
• Summarize highlights of lengthy correspondence or reports.
• Maintain electronic files on the Google Drive in accordance with Solidarity Center procedures.
• Draft letters and other correspondence, including email. Review and edit documents produced by other departments for the Executive Director’s signature. Return to the originator for corrections and produce a final copy.
• Manage incoming telephone calls. Handle routine requests, forward calls to appropriate staff, screen calls for the Executive Director.
• Serve as liaison between Executive Director and other Solidarity Center staff as well as the AFL-CIO and partner organizations.
• Book and manage travel logistics for the Executive Office and Executive Team personnel and complete travel expense reports.
• Reconcile Executive Director’s Solidarity Center credit card accounts.
• Schedule the quarterly financial portfolio review meetings for the Finance Department.
• Document and maintain files of private funds requests and approvals, including impact programs.
• Organize Board of Trustees meetings. Supervise the invitation process, finalize board resolutions, maintain Board of Trustees’ files, including minutes and resolutions, and liaise with Board members’ staff.
• Work closely with AFL-CIO International Department on Solidarity Center issues.
• Maintain confidentiality with regard to all matters related to Solidarity Center and its operations.
• Conduct topical research as requested.
• Fill in for other administrative and operational teams as needed to ensure coverage.
• Perform other duties as assigned.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

This is a confidential position, generously compensated with a gross annual salary starting at approximately $81,750USD based on experience. A robust benefits package includes fully paid health insurance, a retirement savings plan and pension, life insurance, and ample paid time off for holidays, vacation, and medical leave. Pre-tax deduction programs are also available for commuting, dependent care, and health care expenses. In addition, we offer opportunities and funds for professional development.

The Solidarity Center cultivates the values of diversity, equality, and inclusion among its staff and partners. It does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, or any other status protected under applicable law. Candidates from traditionally underrepresented groups are strongly encouraged to apply. If you are a candidate with a disability and require reasonable accommodations to apply for this position, please contact us at information@solidaritycenter.org.

For Candidates Applying from the AFL-CIO: Solidarity Center works in partnership with the AFL-CIO on recruiting and filling positions. Our policy is to notify the AFL-CIO prior to interviewing any of its current employees.