Executive Assistant

Job Type

Full Time


Details: commensurate with experience



Start Date


Application Deadline



218 S. Wabash
7th Floor
United States


Position Overview:

The Executive Assistant reports to the President and the Office Manager and provides primary support for the leadership of the organization. This position requires a high level of organization, attention to detail, great interpersonal skills, and the exercise of discretion. There will be some support provided to other areas of the organization. UNITEHERE, Local 1 is an active labor union in pursuit of social justice for the membership, comprised of many women and immigrants.

Key Responsibilities:

The President and Office Manager play key leadership roles in the union which fluctuates from 40-50. The person in this position will provide critical support to the leadership team. The ideal candidate will have excellent writing skills in English and Spanish, be detail oriented, be able to provide organization and structure, and work independently and productively. The candidate we seek will be bilingual English/Spanish with the ability to translate documents.


Maintain and preserve records of meeting minutes from the Executive Board, General Membership, and Executive Board Resolutions and back up documents.

Coordinate notification and attendance of Executive Board members at monthly meetings as well as preparing all materials for the meetings.

Review and sort mail and correspondence.

Draft, compose, edit and format correspondence, and meeting presentation materials.

Meet with members experiencing issues with benefit funds to understand the issues they are facing and follow up with benefit funds to fix issues for our members.

Maintain updated contact lists and relationships with contacts in benefit funds and with vendors.

Place orders for union materials and maintain relationships with vendors.

Record and transcribe voicemail messages for later review.

Translate documents, letters, union newsletter articles, and some Union contracts.

Maintain records in accordance with document management policy.

Oversee filing/maintenance of bargaining files.

Receive and direct visitors and effectively communicate with members and employers on behalf of the Union.

Coordinate meetings, projects, schedules with Union staff from across the US and Canada, including logistic support, setting conference calls, video conferences, etc.

Reconcile and submit expense reports.

Schedule and coordinate meetings, appointments, travel arrangements for the local’s president.

Manage and maintain electronic correspondence filing system.

Coordinate special projects i.e., mailings, conferences, turnout, and other events.

Data entry as needed.

Attend meetings as a team member, and meetings related to the broader union program.

Provide relief support at the front desk as part of the administrative team.

Evaluate office systems, and offer suggestions for streamlining or innovating.

Other tasks as assigned.

Communication with members, return calls, assist in problem solving.

Special Projects as assigned.

Required Experience/Skills:

2 years + in a position providing support in an administrative role.

Advanced knowledge of MS office products such as Word, Excel, Powerpoint, and other Database programs.

Fluency in English and Spanish, written and spoken, ability to translate documents such as notices, letters, articles, and flyers. (Ability to translate legal documents such as contracts would be ideal)

Experience working for a labor Union or other demonstrable experience as a member, shop steward, delegate, or otherwise is highly desirable.

Should you apply? Are we a match for you?

Our staff and members are committed to raising the standards for working people. The work that you do everyday will be a direct part of making that change. We want to hire a professional with experience for the job, but if what we do doesn't move you in some way we are probably not right for each other. We will review all resumes submitted and consider applicants with different levels of experience.

How To Apply

Applicants should email resume to:


Please include a paragraph or two which explains a little about your knowledge or even better, your personal experience, with Unions.



We provide a comprehensive, extremely competitive benefits package; including medical coverage, dental, defined benefit pension, generous time off, and more.

Level of Language Proficiency

The ideal candidate will be bilingual English/Spanish or English/Mandarin . Additional languages a plus.

Professional Level


Minimum Education Required

4-year degree

How To Apply


Applicants should email resume to:


Please include a paragraph or two which explains a little about your knowledge or even better, your personal experience, with Unions.

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