Executive Secretary

About 1199SEIU UHWE

With over 450,000 members throughout Massachusetts, New York, New Jersey, Maryland, Florida, and Washington, DC, 1199SEIU is the largest and fastest-growing healthcare union in the nation. Since our founding in 1932, our mission has been to stand up for quality healthcare, good jobs and social justice for all. Dr. Martin Luther King, Jr. called 1199 his favorite union and referred to us as “the authentic conscience of the labor movement." Over the years 1199 has won some of the highest standards for healthcare workers in the country, including good wages and benefits, safe staffing, paid time off, secure retirement, model childcare and education benefits and a real voice work in the workplace. Our members are highly politically engaged and active, so we have the strength to advocate with government and elected officials for our patients, families and communities. We are affiliated with the Service Employees International Union (SEIU) which has over 2 million members and is the largest labor union in North America.

Job Summary:

Performs secretarial work of average difficulty and involving some independent judgment, for an officer or department head. Also performs general functions and related work as required. Work is performed under the general supervision of the officer or department head. Must be well organized and possess outstanding secretarial skills

Job Functions:

• Screens visitors, telephone calls and directs mail to the officer or department head.
• Types letters, statements, minutes, and agendas from dictated, handwritten or other sources.
• Prepare documents and emails as requested by Officer or Department head.
• Answers the phone, provides, and receives information concerning matters related to the division or department.
• Schedules appointments and maintains calendar for the officer or department head.
• Organizes and maintains a variety of files and records.
• Approve staff time timecards for payroll processing. Liaison with department timekeeper and Staff Support on payroll related issues.
• Create excel spreadsheets as needed.
• Moderate various virtual meetings that are held (via Teams, zoom and other virtual platforms).
• Maintain department files using SharePoint/OneDrive or OnBase.
• Takes and transcribes minutes of delegate assemblies; Takes and transcribes notes, prepares draft of notes on word processor, and after editing, finalizes same.
• May attend meetings and conferences to furnish information and take notes.
• Sorts and distributes incoming mail and prepares outgoing mail.
• Coordinates some office functions with other divisions and departments.

QUALIFICATIONS:

• High school diploma or its equivalent; At least 2 to 5 years of secretarial experience.
• Strong computer skills with proficiency in Word, Excel, Email, Microsoft teams.
• Typing skills of 70 words per minute.
• Excellent verbal and written communication.
• Ability to maintain a good working relationship with all co-workers, members, and the public.
• Ability to organize work assignments.
• Ability to work independently and carry out assignment to completion with minimum instructions.
• Ability to work long hours, including evenings and weekends

Competitive benefit package offered

Bilingual a plus.