Administrative Assistant for Government Affairs and Organizing in Hanover, Maryland at IUPAT

SUMMARY The International Union of Painters and Allied Trades (IUPAT) is seeking an experienced administrative assistant. The individual in this position will be responsible for providing administrative support to both the Organizing and Government Affairs Departments. The successful candidate will be flexible, proactive, creative, and open minded. The candidate should have a positive work ethic and demonstrate an ability to adhere to strict deadlines. Collaborating and interacting thoughtfully with senior executives, union members, volunteers, and staff is necessary to succeed. An individual with union experience is a plus. Seeking candidates with strong commitment and dedication to work in the labor movement. ESSENTIAL DUTIES AND RESPONSIBILITIES Provide senior level administrative support to the Organizing and Government Affairs departments including but not limited to: Managing communications to and with staff and members regarding assignments to travel or participate in activities of the IUPAT. This will often include assisting with travel. Assist with scheduling, planning and execution of meeting and events including managing approval of contracts and ensuring participants have necessary information. Review, copy, edit, and move through the approval process all Organizing Assistance Memorandums of Understanding with affiliates. Help manage the flow of political contributions through the PAT-PC and PAT-LEC funds working with the GVP of Government Affairs and designated vendors. o Maintain the established procedures to account for District Councils’ receipts, disbursements and cash on hand. o Prepare FEC and other contribution reports for signature and submission. o Work with the accounting department regarding funds and reporting processes as needed.Send regular communications to the appropriate District Council Directors. Work with vendors, as needed, for each department. Able to write clear and concise communications including, but not limited to, e-mails, memos, and letters. Maintain updated contact lists across multiple systems and coordinate with the designated person responsible for overall maintenance. Take part in administrative meetings to assure administrative follow-through and proper filing. Take initiative and is proactive to process replies or responses as needed. Ability to conduct research and compile findings. Assist both departments to ensure deadlines are not missed. Monitor Government Affairs and Organizing general email inboxes. Assure discreet handling of all business. Facilitate support requests for department equipment as needed. Other duties as assigned by the GVP of Organizing or the GVP of Government Affairs. QUALIFICATIONS Outstanding communication, organization, and problem-solving skills Ability to multi-task while prioritizing critical activities Excellent written skills Observant and detailed oriented Takes a collaborative and solutions-oriented approach to obstacles Must demonstrate exemplary tact, discretion, and diplomacy in working with sensitive issues and individuals Self-motivated with team and relationship-building savvy EDUCATION and/or EXPERIENCE High school diploma required. Five (5) to eight (8) years of administrative assistant or relevant office experience, preferred. General computer literacy required. Should be proficient in Microsoft Office (Word, Excel, Access, PowerPoint). Union experience preferred. CERTIFICATES, LICENSES, REGISTRATIONS None PHYSICAL DEMANDS Lifting of light boxes may be required in the course of organizing and distributing work in the office. WORK ENVIRONMENT Use of the computer for approximately 80% of the day. Forty (40) hours will constitute the regular work week. The working hours will be eight (8) with 30 minutes for lunch per day. Flextime policy with start time window between 7:00 am and 9:00 am.COMPENSATION Salary Range: Labor Grade IV – VI Benefits: Competitive Benefits package Position based in Hanover, MD.