Senior Office Administrator

Are you passionate about economic fairness and social justice? Do you want to improve the lives of working people and strengthen the labor movement? If you answered, “Yes!” then the AFL-CIO may be the right place for you. We are the largest federation of labor unions in the United States, and our team of dynamic professionals is dedicated to growing worker power and ensuring every working person has a voice on the job. When you work at the AFL-CIO, you’re more than just an individual employee—you’re helping to lead a movement with a proud history and a bright future ahead.

This position reports to the Director and senior managers of the Communications Department.

Duties and Responsibilities

• Provide all administrative support for the Director and senior managers, as needed;
• Schedule and coordinate all activities, travel, and speaking engagements for the Director and senior managers as needed;
• Maintain calendar and schedule for Director and senior managers as needed;
• Develop, coordinate, oversee and assess systems and operations, including but not limited to, record-keeping, contracts, invoices, personnel files, internal and communications, meetings, reporting, travel and expenses, supply and equipment orders, and other areas as assigned;
• Coordinate meetings and special events/projects and provide administrative support, including reserving rooms and order catering; creating calendar invitations, creating and managing Zoom/Google Meet meetings; and taking notes as needed.
• Act as a liaison with other department staff, AFL-CIO staff and affiliates, including Executive Offices of the AFL-CIO.
• Work closely with the Director and senior manager on all budgetary needs of the department, including developing the department’s annual, political and ad hoc budgets; providing regular tracking updates on committed and available funds; and processing invoices, expense statements, travel authorizations, reimbursements, check requests and contracts.
• Work closely across teams, including the Political, Accounting/Compliance, and General Counsel departments, on all matters of record keeping, data entry, contract and invoice processing, and federal and state filing/e-filing reporting requirements for the AFL-CIO’s political programs.
• Work closely with the Press Team and State Federation staff on maintaining and utilizing our Meltwater PR database, including creating and maintaining press lists; sending press releases; and training new employees.
• Work closely with the Web & Email Assistant and other department members on maintaining and utilizing our Canto photo database,  including photo approvals, metadata entry, and content organization.
• Create, manage, and maintain multiple messaging listservs.
• Assist with onboarding needs and training for new Communications staff members.
• Assist with department outreach and correspondence, including responding to Contact Us emails; screening visitors, calls and mail; and routing press inquiries and other department requests to the appropriate team member.
• Provide backup support for various team systems and processes, including sending department newsletters and mass emails, uploading website content, and moving production requests.
• Maintain ongoing relationships with vendors, consultants and news outlets;
• Exercise political judgment with both internal and external contacts;
• Compose, format and edit routine correspondence, memoranda, reports and other materials;
• Perform other duties as assigned.

Qualifications

• Demonstrated ability to exercise good political judgment and show discretion with confidential or sensitive information;
• Excellent verbal, written, and analytics skills;
• Professional, courteous and tactful;
• Demonstrated proficiency in Google, including but not limited to; Docs, Sheets, Slides, Drive, and Google Meet.
• Demonstrated proficiency and ability to learn a webinar software such as Zoom. Ability to proofread and edit documents;
• Demonstrated ability and willingness to prioritize and manage multiple assignments, with many people and competing and unpredictable deadlines in a high-pressure environment;
• Ability to manage office workflow with phones, schedules, meetings and correspondence for department director and other managers;
• Ability to lead staff and to work well within a team;
• Experience with utilizing and navigating the internet for information finding;
• Excellent organizational and people skills;
• Excellent problem-solving skills and experience identifying problems and finding potential solutions;
• Experience with the labor movement preferred but not required;
• Ability to work after hours and weekends on occasion for breaking news or other urgent needs.

Hours will be 9:00 am-5:00 pm