United Domestic Workers of America
AFSCME Local 3930

Confidential Assistant Manager
Human Resources and Safety Department

Based in Orange, CA

 

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.udw.org.

Job Information:
Job Title: Confidential Assistant Manager
Job Type: Exempt (Salary) Department: Human Resources and Safety Department
Reports to: Director of Human Resources 
Job Location: Based in Orange, CA
UDW Office Hours: Monday to Friday, 9:00 AM to 6:00 PM (subject to change) Salary Range: $95,000 to $130,000.00 per year (depending on experience) 
Work Arrangements: Hybrid (baseline is three days in office and two days remote, subject to change)

Job Summary:
The Confidential Assistant Manager- HR provides high-level administrative and operational support to the HR leadership team, managing sensitive and confidential matters, coordinating critical projects, and ensuring smooth HR operations. This role collaborates with department processes, supports staff and leadership with key initiatives, and contributes to the effectiveness and efficiency of the HR function. 

Key Duties and Responsibilities:

• Provide confidential support to the HR Director and HR team, including managing scheduling, preparing briefing materials, and acting as a trusted point of contact for sensitive HR and executive matters.
• Assists with departmental systems, including talent acquisition processes
• Handle highly sensitive HR matters, including employee relations, investigations, and leadership communication.
• Serve as a note-taker and official witness in confidential HR meetings, documenting discussions accurately while mainlining strict discretion. 
• Prepare confidential reports, and correspondence for HR leadership.
• Coordinate the Executive Assistant team: facilitate weekly or monthly check-ins with EA’s to align on workflow, standards, and inter-office coordination; serve as the HR Liaison for the EA group to raise issues, identify process improvements, and support professional development.
• Develop, document and implement standard operating procedures (SOPs) for executive support practices, meeting preparation, administrative workflows, and vendor coordination.
• Conduct operational and benefits-related research including vendor reviews, cost analyses, health coverage comparisons, and providing actionable recommendations to HR leadership.
• Handle sensitive and highly confidential information with discretion and professionalism (executive strategy documents, labor and employee relations issues).
• Act as a resource and mentor to EAs regarding administrative best practices, communication standards, and interdepartmental coordination. 
• Identify and recommend process improvements to enhance administrative efficiency, professionalism, and executive support quality across the organization.

Other Duties

• Work with Sr. Safety & Workers Comp Manager torder/request materials and supplies for department 
• Perform other duties assigned, which are reasonably within the scope of work in this job classification.
• Conduct research on relevant topics to support executive decision-making.

Preferred Qualifications:

• Bachelor’s degree in business administration, secretarial or related
• Minimum 7-10 years of progressive executive or operations administrative experience, including supervising or coordinating administrative/support professionals.
• Experience coordinating HR programs, projects, or department operations.
• Proven ability to handle confidential, sensitive, and strategic matters with discretion and integrity.
• Demonstrated experience conducting operational and benefits-related research, including vendor reviews, cost analysis, and health coverage comparisons.
• Strong leadership, facilitation, and communication skills – able to engage with executives, HR leadership, and EA peers.
• Excellent organizational, time-management, and multitasking skills; ability to anticipate needs and act proactively.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace; familiarity with scheduling tools and project tracking systems.
• Experience in a union, nonprofit, or labor-relations environment a strong plus.
• High level of professionalism, strong written and verbal communication, attention to detail, and comfort working at an advanced level of administrative support. 
• Willingness to participate in shared/team administrative duties (such as EA meal rotation and meeting logistics) to foster team fairness and cohesion.

Performance Expectations:

• Maintains effective Liaison between HR and the EA team, raising and addressing issues, improving practices, and supporting professional development.
• Maintains confidentiality and professional discretion in all interactions and tasks.
• Contributions to process improvement initiatives that result in enhanced administrative efficiency, cost-savings, or improved team collaboration.

Knowledge, Skills, and Abilities:

• Extensive knowledge of executive-level administrative practices, office management, and HR operations.
• Understanding of payroll processes and systems, HR policies and confidentiality requirements.
• Knowledge of benefits and medical coverage research, cost analysis, and vendor evaluation.
• Strong organizational and time management skills, ability to manage multiple priorities under tight deadlines.
• Exceptional communication and interpersonal skills with the ability to interact effectively with executives, staff, and external partners.
• Demonstrated leadership and team coordination abilities, particularly in guiding and supporting Executive Assistants.
• High level of discretion and professionalism in handling confidential and sensitive information. 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and HRIS platforms.
• Strong analytical and problem-solving abilities to anticipate needs and recommend effective solutions.

Preferred Bilingual Language(s) in either:

• Spanish
• Vietnamese
• Korean
• Tagalog
• Russian
• Assyrian
• Somali
• Arabic

Employee Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life / AD&D
• Long Term Disability (LTD)
• 401(k) Savings Plan
• Pension Plan
• Paid Vacation Days
• Paid Sick Leave
• Personal Day (8 hours)
• 16 Paid Holiday
• Floating Holiday
• Upskilling through eLearning Platforms

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 accommodation 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 listen. The employee frequently is required to use hands or fingers, 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 accommodation may be made to enable individuals with disabilities to perform 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 environments which can include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gases, smoke, dust, or airborne particles; and outside weather conditions.

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

Notice of E-Verify Participation:
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, or if you believe that your employer has violated its E- Verify responsibilities, please contact DHS (888) 897-7781, dhs.gov/e-verify.

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

To Apply
To apply please email your cover letter, résumé, and list three references to: jobs@udw.org, with the Job Title and city you are applying for in the subject line.