Confidential Administrative Assistant

SEIU Local 2015 – Confidential Administrative Assistant

About SEIU Local 2015

SEIU Local 2015 is the largest union of long-term care workers in California, representing more than half a million home care, skilled nursing facility, and assisted living center workers across the state. Our members are united in their commitment to caring for California’s older adults and people with disabilities while building power for workers and their communities.

Our mission is to unleash the collective power of long-term care workers, their families, and their communities to drive lasting economic and social justice. We are committed to building an anti-racist organization grounded in equity, justice, and cross-difference solidarity.

To learn more, visit seiu2015.org.

About the Role

SEIU Local 2015 is seeking an organized, resourceful, and highly discreet Confidential Administrative Assistant to provide comprehensive administrative and operational support to an assigned region or department.

Reporting primarily to a Regional or Department Director, this position supports the daily coordination of departmental activities, maintains critical records and tracking systems, prepares correspondence and meeting materials, assists members and staff, and helps ensure timely completion of administrative requirements.

Because this position may handle sensitive organizational, personnel, membership, legal, and labor-relations information, the successful candidate must exercise sound judgment, professionalism, and strict confidentiality.

The ideal candidate is service-oriented, detail-focused, and comfortable managing multiple priorities in a fast-paced, mission-driven environment.

Key Responsibilities

Administrative & Department Support

• Provide day-to-day administrative support to the assigned Regional or Department Director and departmental staff
• Prepare, format, proofread, and distribute correspondence, letters, reports, forms, flyers, announcements, and other materials
• Manage incoming telephone calls, mail, correspondence, and requests for the Regional or Department Director
• Maintain the director’s calendar, coordinate meetings, and assist with travel arrangements
• Establish and maintain accurate electronic and hard-copy filing systems
• Monitor office supply inventory and submit supply requests in accordance with organizational approval procedures
• Support special projects and other departmental priorities as assigned

Data Management & Compliance Tracking

• Create, update, and maintain spreadsheets, databases, and tracking systems used to support departmental and union programs
• Track staff compliance with administrative requirements, including activity reports, attendance records, expense reports, and other required documentation
• Maintain accurate membership and organizing records, which may include membership cards, COPE cards, activity reports, organizing lists, steward and leadership lists, grievance records, and employer information
• Review records for accuracy and completeness and follow up regarding missing or incomplete information
• Maintain organized, accurate, and confidential documentation in accordance with organizational procedures

Meeting, Event & Project Coordination

• Assist with the planning and coordination of regional, departmental, and organization-wide meetings and events
• Prepare meeting rooms, agendas, sign-in materials, presentations, and supporting documents
• Record, prepare, and distribute meeting minutes when requested
• Track meeting follow-up items and assist with ensuring assigned actions are completed
• Support membership drives, petition drives, mobilizations, campaigns, and other union activities
• Assist with the implementation and coordination of Local-wide initiatives and special events

Member & Staff Support

• Respond professionally and courteously to inquiries from members, staff, vendors, and community partners
• Receive and process member requests and concerns by telephone, email, or in person and refer matters to the appropriate staff member for resolution
• Provide accurate, timely, and service-focused administrative assistance
• Communicate respectfully and effectively with individuals from diverse backgrounds and experiences

Confidential & Legal Administrative Support

• Handle sensitive organizational, personnel, membership, and legal information with discretion and confidentiality
• Process Beck notices and coordinate related communications with members, internal staff, and legal representatives
• Prepare and maintain confidential correspondence, records, and documentation
• Exercise sound judgment when responding to sensitive inquiries or determining when a matter should be escalated