United Domestic Workers of America
AFSCME Local 3930

Executive Assistant
State Government Affairs

Based in Sacramento, 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.udwa.org. 

Job Information: 
Job Title: Executive Assistant 
Job Type: Exempt (Salaried) 
Department: State Government Affairs 
Reports to: Political Director
Job Location: Based in Sacramento, CA 
Schedule: In Person, Monday to Friday, 9:00 AM to 6:00 PM 
Salary Range: $75,000 to $96,737.00 (depending on experience)

Job Summary: 
The Executive Assistant plays a crucial role in the department’s success by providing administrative support to the department director and staff. This involves managing schedules ensuring timely communication with internal and external stakeholders, coordinating travel arrangements, organizing meetings, tracking meeting requests, tracking contribution requests, maintaining databases, tracking communications with candidates, tracking and reporting expenses related to electoral work and preparing presentations or reports. The executive assistant must also be highly organized, able to anticipate the needs of the personnel they support and possess strong critical thinking skills. Ultimately, the goal of the executive assistant is to enable the director and staff to focus on their responsibilities while ensuring that all administrative and office-related tasks are handled efficiently and effectively. 

Executive Assistant - Duties and Responsibilities: 
Maintain Strict Confidentiality
This role is a position of trust. The Executive Assistant will be given access to confidential information including UDW’s political strategy, political contribution strategy, confidential member data, assessments of candidates and campaigns, and confidential information shared by community and political allies. The Executive Assistant must maintain strict confidentiality at all times.

Communicating 

• Provide and coordinate high-level and complex administrative support to the assigned department and its respective personnel. 
• Interact courteously and tactfully with managers, co-workers, members, legislators and their staff, candidates, allied organizations, vendors, or associates. 
• Handle incoming mail and phone calls for the department, directing inquiries to the appropriate personnel and providing prompt responses when necessary. 

Calendar Management 

• Assist the Department’s Director and Managers with department scheduling, including managing the department calendar, sending meeting invites, starting and setting up meetings, and keeping track of important upcoming events and engagements. 
• Collaborate with leaders and critical operations to effectively manage changes in schedules and priorities, ensuring clear communication among all parties involved. 

Travel Coordination 

• Arrange departmental travel, including completing travel arrangement forms, creating detailed travel itineraries, adjusting travel plans, and creating and processing the resulting expense reports.

Compliance & Record-Keeping 

• Maintaining database of political contribution requests, contribution deliveries, and member/staff utilization of political fundraiser tickets.
• Track expenses related to independent expenditure campaign work and report expenditures for campaign finance paperwork filing in a timely and legally compliant manner.
• Ensure staff compliance with administrative requirements such as activity reports, records, and report filings. 
• Establish and maintain an efficient filing system, both in hard copy and electronic formats, organizing documents for easy access and retrieval. 
• Create and update spreadsheets and databases specific to department needs, maintaining accurate and up-to-date records. 
• Perform periodic audits of files and records to ensure that all required documents are collected and filed appropriately. 
• Manage and reconcile expense reports, invoices, and receipts, and flag upcoming expenses for budgetary purposes. 

Meeting Management 

• Prepare materials, including correspondence, letters, flyers, forms, and announcements, and coordinate mailings. 
• Assist director with creation of properly branded departmental documents, reports, and presentations. 
• Attend and participate in meetings, assist in room preparation, agenda preparation, typing and distributing minutes, and execute follow-up work from meetings. 
• Attending and keeping detailed notes and minutes of meetings as assigned by the director and effectively communicating information to the department. 
• Create and distribute meeting agendas and timely meeting notes for departmental meetings and other meetings as assigned.

Other Duties 

• Order/request materials and supplies for department, UDW events and campaigns; track department inventory. 
• 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
• Work on special projects assigned by the Department Director and team. 
• Participate in union electoral and political activities, including, but not limited to, Get Out the Vote (GOTV), as needed. 

Knowledge, Skills, and Abilities: 

• Expert knowledge of high-level secretarial and administrative principles, practices, and procedures.
• Significant experience working in electoral politics, the state legislature, 501 (c)3s, or other community and political focused organizations.
• Significant understanding of California election law, Fair Political Practices compliance, and general California political landscape.
• Significant experience with maintaining and securing a high level of confidential information (e.g., company and financial records, employee and member relations, political plans, legal information, and all other confidential information and records). 
• Expertise with Microsoft programs, including Word, Excel, PowerPoint, Teams, and Outlook. 
• Significant experience booking travel arrangements & lodging. 
• Significant experience effectively managing calendars and schedules in a fast paced, high output work environment. 
• Demonstrated ability to type 45 to 70+ wpm. 
• Proficiency using the Internet as a research tool. 
• Excellent grammar, spelling, and punctuation. 
• Outstanding organizational skills. 
• Meticulous attention to detail. 
• Commitment to provide accurate, efficient, and friendly service to staff, members, elected officials, and others. 
• Ability to exercise strong problem-solving skills. 
• Ability to multi-task and must work well under pressure and deadlines. 
• Able to prioritize and complete workload. 
• Ability to design and create presentations using union brand assets 

Preferred Qualifications: 

• Bachelor’s degree in business administration, secretarial or related 
• 3-6+ years of Executive Assistant experience 
• Flexibility to be on-call and/or work weekends, after hours and holidays. 
• Effective administration and people management skills. 
• Excellent written and verbal communication skills. 
• Works well under pressure and meets tight deadlines. 
• Highly computer literate with capability in email, MS Office and related business and communication tools. 
• Fantastic organizational and time management skills. 
• Strong decision-making and problem-solving skills. 
• Meticulous attention to detail. 
• Ability to accurately follow instructions 
• Bilingual skills are highly desirable. 
• Presentation design skills a plus. 

Requirements: 

• Must possess a valid California driver’s license, auto insurance that covers business driving, and an automobile for business use. 
• Willingness to travel, and ability to work flexible hours and work long and irregular hours, including evenings and weekends. 

Preferred Bilingual Language(s) in: 

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

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 
• Upskill 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 accommodations 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 hear. 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 30 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 accommodations may be made to enable individuals with disabilities to perform the 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 environment can include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gasses, smoke, dust, or airborne particles; and outside weather conditions. 

Equal Opportunity Employer: 
UDWA is an equal opportunity employer, and, as such, does not discriminate 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, people with disabilities, and members of the LGBTQIA+ community are strongly encouraged to apply.

To Apply:
Please send cover letter, résumé and list of three references to jobs@udw.org. Subject line to read: Executive Assistant