Executive Assistant & Project Coordinator (Programs)

SEIU Healthcare IL IN MO KS is a dynamic, action-oriented union representing over 100,000 healthcare and childcare workers throughout Illinois, Indiana, Missouri, and Kansas. We believe in a society defined by freedom and justice, where we can all have quality education, health care, and jobs, and where we all can live a full and plentiful life of our choosing. SEIU HCIIMK’s mission is to organize together to build power and demand and win social and economic justice for our communities.

Location: Chicago/Hybrid Remote Schedule

Purpose:
The Executive Assistant & Project Coordinator will provide professional support to the Chief of Staff (COS), cross-union functional Directors, and the union-wide Program Team. This position reports directly to the Chief of Staff. This confidential, non-bargaining unit position serves as a key executor of organizational processes and systems, communications, and collaboration to advance the union’s core strategies and goals, including organizing, member strength, and advancing care for all and raising industry standards for workers across our industries.

Duties and Responsibilities:

Strategic Planning, Campaigns, Program:

• Support the COS, cross-union functional Directors, and the union-wide Program Team on strategic planning and organizational change initiatives that are cross-union or within the purview of a cross-union functional Director.
• Lead support to the COS and cross-program functional Directors to create and manage systems to track union wide progress of goals and to implement project management systems across our campaigns and programs.
• As directed by the COS, project manages union-wide programs and initiatives.

Administrative:

• Manages the Executive’s schedule, meeting preparations, follow-up tasks, and assistance with complex people coordination.
• Manages the cross-union systems across the Chief of Staff’s portfolio, including staff time off, staff development plans, staff assessments, new staff onboarding, etc., including supporting other cross-union functional Directors on these systems.
• Planning and assisting in meeting facilitation through formation of agendas and other logistics.
• Coordinating resources and tools to ensure the success of meetings.
• Managing memos, meeting minutes, and correspondence.
• Managing the system for tracking organizer/staff development training opportunities and participation.
• Managing logistics for staff deployed externally for campaigns.
• Support the administrative processes for Member Intern/Lost Timer requests.
• Work with directors to set up systems for financial tracking and reporting, creating and executing contracts, and staff and member travel deployments, coordinating with the operations team on ordering supplies and other logistical needs.
• Manages COS expenses, tracking and reporting, and reviews budgets.
• Other duties as assigned.

Other Expectations:
All union staff are expected to respect the processes of the organization and to work within the framework of the organization to resolve internal disputes and issues.

Working Conditions:
The Executive Assistant may be required to work long and irregular hours, and to work on weekends and holidays when necessary.

Key Qualification Criteria:

• The ideal candidate will have at least five (5) years of experience in administrative and program support functions.
• Successful candidates shall possess relevant experience through their previous work in economic, social or racial justice organizations or campaigns.
• Experience with the systems and structures that provide a foundation for successful programs, campaigns, cross-people, and cross-team coordination.
• Basic understanding of the principles of organizing and a strong commitment to economic, social, and racial justice.
• Ability to work in a multicultural and diverse work environment.
• Strong writing and proofreading ability.
• Intermediate to advance knowledge with Microsoft Office Suite (Word, Excel, and PowerPoint) and project management software such as Microsoft Project, Trello, or similar.
• Ability to set up video conferencing meetings & associated tools within platforms, such as Zoom & Microsoft Teams.
• Effective writing skills include the ability to synthesize information into clear, concise messages both for analytical reports and executive summaries.
• Exceptional verbal communication includes the ability to relate well with others and ability to adapt style as needed to all levels of the organization.
• Ability to learn and adapt to new and ongoing changes in technology.
• Knowledge of budget management, creating workplans, and tracking projects.
• Efficiently plan and manage meetings or conference budget and resources.
• Good and ethical judgment.
• Willingness to take initiative and to work with a team.
• Ability to work independently and balance conflicting demands successfully.
• Can maintain working relationships with other staff and members and have experience collaborating with others.

Preferred Qualifications - Candidates with one or more of the following are preferred:

• Bilingual English/Spanish is a plus but not required.
• Applicants of color are encouraged to apply.

Salary and Benefits:

Salary: $87,966.12 – $90,411.21/ Annually

Benefits & Additional Compensation: Full-time employees are eligible for a comprehensive benefits package that includes: Health (Medical), Dental, and Vision Insurance; Dependent Care and Commuter/Transit Flexible Spending Accounts; a Health Reimbursement Account; Basic and Voluntary Life Insurance; Short-Term and Long-Term Disability Insurance; Paid Parental Leave; Ancillary Benefits such as Accident, Critical Illness, and Hospital Indemnity coverage; Employee Assistance Program (EAP); Pension Plan eligibility once vested; 401(k) Retirement Plan; Paid Holidays; and Paid Time Off. Most benefits are available to full-time employees on the first of the month following the hire date.

Salary : $87,966 - $90,411