Office Administrator

Job Description

Job Description

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.

As a member of the Data, Analytics and Infrastructure (DAIR) you will join a new office administration team and be a vital contributor to realizing DAIR’s goal of generating lasting power for the labor movement, by building the Federation's programmatic tools, web development, data systems, and analytics capacity. You’re a great fit if you not only can fill traditional office administrator responsibilities–like scheduling, process expenses, notetaking, assist with staff travel–but also want to build your skills around project management support, using technology to help the department streamline processes and working with department teams to develop systems to manage information and internal documentation.

This position reports directly to the Deputy Director of DAIR.

Duties and Responsibilities:

• Provide administrative support for senior managers and the Deputy Director and, when the Senior Office Administrator is out, the Director, as needed;
• Schedule and coordinate all meetings, travel and other activities for the Deputy Director and senior managers;
• Work with the Senior Office Administrator and the Deputy Director, as needed, to assist with budgetary needs of the department, including processing expense statements, travel authorizations, and reimbursements consistent with policy and in a timely manner;
• Maintain calendars and schedules, coordinate meetings and special events/projects and support the on-site management for events as directed by the Deputy Director and senior managers;
• Work closely with the senior management team to develop processes for knowledge management through the use of systems like knowledge bases, reports, project management tools and databases;
• Help the department to implement best practices around project management, including administration of Asana or other project management tools to create better workflows to track work progress and supporting the senior management team to implement improved project management processes;
• At the direction of the Director and management team, work across the department to assist finding ways of using existing and new technology to identify and improve common challenges related to communication, knowledge sharing, meetings and more;
• Assist with onboarding needs for new DAIR staff;
• Act as liaison with other department staff, AFL-CIO staff, and affiliates, including Executive Offices of the AFL-CIO;
• Participate in meetings as assigned, take notes, and prepare reports;
• Work closely with the Senior Office Administrator and the Meetings & Travel Department to ensure in-person convenings are within budget and to ensure smooth travel for internal and external leaders;
• Conduct meeting/conference planning, scheduling, and execution, including creation of presentation materials for meetings as assigned;
• Prepare and edit correspondence, reports, and spreadsheets;
• Other duties as assigned.

Qualifications:

• Demonstrated ability to exercise good political judgment;
• Excellent verbal, written, and analytical skills;
• Positive attitude and excellent communication, and interpersonal skills;
• Professional, courteous, and tactful;
• Demonstrated proficiency in Google Suite products, Zoom and ASANA or other project management software;
• Demonstrated experience supporting project management needs for a team or department strongly preferred; 
• Demonstrated experience coordinating multiple schedules;
• Demonstrated ability to prioritize and manage multiple assignments and meet competing deadlines;
• Ability to lead staff and to work well within a team;
• Demonstrated ability to interpret and apply organizational policies and procedures;
• Experience with utilizing and navigating the internet for information finding;
• Demonstrated ability to work well independently and to make independent decisions;
• Demonstrated ability to take ownership of projects from start to finish, with a strong record of detail-oriented, accurate work;
• Excellent organizational skills;
• Demonstrated ability to work well in a high-pressure environment and meet unpredictable deadlines;
• Excellent problem-solving skills and experience identifying problems and finding potential solutions;
• Experience with and commitment to the labor movement strongly preferred;
• Ability to travel and work extended hours, when needed. 

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