Executive Assistant & Project Coordinator

Duties And Responsibilities

• Administrative Planning and assisting in meeting facilitation through the formation of agendas and other logistics.
• Cooking resources and tools to ensure the success of meetings.
• Maintaining & assisting in calendar scheduling and time off for Finance, Data, Collections, & Membership departments.
• Able to set up video conferencing meetings & associated tools within platforms, such as Zoom & Microsoft Teams.
• Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements & events.
• Aid individual team members with data entry, banking, supplies, and mailing & distribution needs.

Financial & Technology Project Coordination

• Using technology and system platforms to coordinate & assist compliance reporting, assist in creating, and maintain electronic files, forms, contracts, & correspondence for finance and data teams in alignment with union policies & government compliance.
• Monitoring and reviewing compliance & presentation materials for organizational activities, to detect or assess problems; and maintaining permanent record-keeping systems.
• Cooking & Track Project / Program Execution
• Review project implementation in planning and managing team goals, project schedules, and reporting progress, requiring managing project-related documentation.
• Liaising with project lead and other project managers to maintain project schedule; coordinating team members to keep workflow on track.
• Managing all project-related paperwork and materials, electronic work schedules with appropriate follow-up.
• Documentation / technical writing & financial reporting
• Able to create, consolidate, edit standard operating procedures, policies, processes, and presentations.
• Initiate documentation for workplans, create workflows, project plan, and assist in coordinating communications cross-local.
• Administration, organization, and content publishing for Finance & Data departments.

Collaboration & Communication

• Develop and maintain constructive and cooperative working relationships by encouraging and building mutual trust, respect, and cooperation within working groups and teams.
• Represent the organization to members, partners, the public, government, and other external sources on behalf of executives.
• Understand cross-local policies, procedures, and enforcement.
• Communicate with Persons outside the Organization.

Key Qualification Criteria

• Strong commitment to social justice.
• Able to work in a multicultural and diverse work environment.
• Bachelor’s Degree (B.A. / B.S.) or equivalent administrative and operational experience.
• Minimum four (4) years of experience in administrative, operational, and C-Suite executives.
• Able to work independently, think creatively, manage own time, and take initiative.
• Intermediate to Advanced knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint, Visio, and Microsoft Teams and SharePoint.
• Project Management software such as Microsoft Project, Trello, Asana, Mondays, or similar.
• Maintain confidentiality on sensitive issues regarding staff and organization.
• Sound organizational skills to manage and prioritize work subject to deadlines in a dynamic and changing environment, as an individual and as a member of a team.
• Effective writing skills, including the ability to synthesize information into clear, concise messages, both for analytical reports and executive summaries.
• Exceptional verbal communication, including the ability to relate well with others and the ability to adapt style as needed to all levels of the organization.
• To learn and adapt to new and ongoing changes in technology.
• Knowledge of budget management, creating work plans, and tracking projects.
• Efficiently plan and manage meeting or conference budget and resources.
• Professional training opportunities.

Preferred Qualifications

• Bilingual English/Spanish is a plus.
• Experience with Database, reporting & analytics reporting (SQL Server, PowerBI/Tableau, Azure Datafactory).