Senior Administrative Specialist - Chapter Operations & Deputy COO

I. POSITION OVERVIEW:
The Senior Administrative Specialist provides high-level support to senior executives, including coordination of operational and executive administrative functions at the NASW National Office. This position manages complex operational functions, while maintaining a strong commitment to confidentiality when working on the Association’s most sensitive information.
Work activities are performed under regular supervision by C-Suite Executives.

II. Key Responsibilities:

Professionalism: Uphold a high level of professionalism in all interactions, serving as a trusted representative of the C-Suite Executive’s office.
Confidential Information Management: Exercise the highest level of discretion in handling sensitive information to support the C-Suite Executives.

Management of High-Level Confidential Data: Manage sensitive information, including board minutes, audit documents, financial records, DEI equity reports, personnel documents, and other sensitive materials of high priority and confidentiality.
Bargaining Unit Contract Negotiations: Assist in the research and coordination of collective bargaining negotiations and provide administrative support for the management team’s planning and strategy meetings.
Research and Data Collection: Conduct research for divisions on various projects and campaigns. Utilize platforms such as iMIS, budgeting databases, websites, and network drives to gather essential resources while maintaining confidentiality.

Liaison and Communication: Act as a liaison between senior executives and internal/external stakeholders, exhibiting strong communication skills and professionalism in all interactions.
Meeting Coordination: Organize and oversee executive meetings, manage logistics, prepare materials, and maintain confidentiality throughout the meeting process, as needed.
File and Database Management: Maintain and update files and databases, including confidential information, implementing efficient organizational systems for quick and secure retrieval of files.
Collaboration: Work collaboratively with other staff, ensuring a seamless workflow and providing support for the senior executive team in achieving NASW’s strategic objectives.
Problem-Solving: Anticipate and proactively address potential issues or conflicts, utilizing problem-solving skills and discretion in decision-making.
Special Projects: Coordinate and manage special projects and initiatives as assigned, leveraging organizational and project management skills to ensure successful completion.
Calendar Management: Efficiently coordinate and manage executive team’s calendars, scheduling appointments, meetings, and conferences, ensuring optimal use of time and prioritizing confidential matters.
Travel Coordination: Facilitate seamless travel arrangements for executives, handling logistics, accommodations, and itineraries.
Performs additional duties and responsibilities as assigned.

III. MINIMUM WORK REQUIREMENTS:

Skills:

Awareness of social justice and diversity, equity and inclusion principles. Demonstrated success working in diverse and inclusive environments.
Excellent verbal and written communications skills.
Superior organizational skills.
Ability to collaborate in a complex environment with multiple competing priorities.
Ability to lead projects, adhere to strict deadlines/schedules, manage time effectively, and work independently.
Ability to plan, organize, and manage a wide array of business-related tasks.
Ability to establish and maintain cooperative professional relationships, building credibility and trust throughout the organization. Excellent interpersonal skills.
Strong problem identification skills, the ability to problem solve and generate creative solutions, exercise common sense and sound judgment, and make effective decisions based on accurate and timely analyses.
Detail oriented with the ability to think critically, exercise discretion, and manage confidential information.

Knowledge:

Associate’s degree, coursework, or equivalent experience is required. Bachelor’s degree in social work, psychology, human services, communications, or a related field is preferred.
Knowledge of IMIS, Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Teams, etc.), meeting platforms (Zoom, etc.), website maintenance, and social media platforms a plus.

Experience:

Minimum of 3 years of related work experience, preferably in a nonprofit/Association setting with multiple chapters ideal.
Minimum of 3 years of experience and responsibility for organizing events or similar activities. Some travel may be required.

IV. ATTRIBUTES

Results driven: Understands the big picture, assists with the development and monitoring of key performance metrics to produce desired results.
Strong business acumen: Sees opportunities and emerging trends, and is knowledgeable about the operations, unique needs, and goals specific to member-driven, not-for-profit organizations.
Service-oriented: Can work with a wide range of internal and external staff, colleagues, members, customers, and vendors with a fair and flexible style that both complements the efforts and supports the needs of others.
Partnership: Can build trust internally and externally and must be viewed as highly professional, discreet, and accountable.
Organizational agility: Has a thoughtful, respectful communication style that fosters an open environment, enabling thought-provoking discussions and collaborative decision making.
Perceptive: Is creative, recognizes opportunities, and takes appropriate action.