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Executive Secretary
www.ufcw.org
Organization:
United Food and Commercial Workers International Union (UFCW) is North America’s neighborhood union; standing together to improve the lives and livelihoods of workers, families and communities. Our members work primarily in the retail food, meatpacking, poultry, food processing and manufacturing and retail store industries.
Location:
Washington, D.C. (On-site)
Position Description:
The Executive Secretary provides advance-level administrative and secretarial support to the Director of the National Bargaining Department. This includes providing confidential and sensitive support when the Director assists the International President in formulating, determining and effectuating management policies pertaining to International Union’s bargaining units. This position also performs advanced-level administrative and secretarial duties and supports the functions of Executive Assistants and other executive staff assigned to the National Bargaining Department. This position requires exposure to highly sensitive information and involvement with high-level contacts requiring considerable use of discretion, diplomacy, and judgment.
Duties and Responsibilities:
Includes the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.
Performs various administrative support duties that are highly sensitive and confidential.
Assumes general secretarial duties for the Director, Executive Assistant and other staff assigned to the Department including, but not limited to, typing, submitting expenses, filing, answering telephones, composing and finalizing correspondence (including correspondence under the President’s signature), arranging travel schedules, preparing check requests and recommendations for payment, department attendance reporting and itineraries, scheduling appointments and updating calendars, PowerPoint presentations and excel charts.
Reviews borrowed personnel requests and strike authorizations with the Director and processes them under their direction when they are out of town.
Processes recommendations for assignments of all National Bargaining Department staff, as well as the Occupational Safety and Health Office on behalf of the Director.
Assists in the coordination of meetings and conferences as requested by the Director. Enters outside guests into the visitor security system.
Maintains regional office correspondence regarding field negotiations, including sensitive and/or confidential documents. Prepares records for retention medium according to the UFCW Records Retention Schedule.
Monitors and administers passwords for the online contracts system.
Processes department invoices related to actuarial services, online contract systems, JLM, etc.
Provides internet logistical research to the Director for travel-related matters.
Enters LM2 reporting for the Director.
Provides backup for Negotiated Benefits Department support staff during absences.
At times, long hours or irregular hours are required.
Protects the UFCW International operations by maintaining confidentiality of any data or materials of a
sensitive or confidential nature.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Education and/or Experience
This job requires progressive secretarial experience, especially of an administrative nature, and thorough
knowledge of the organization’s structure, policies, and procedures.
Secretarial Skills
Shorthand or fast notes ability required. Must be able to transcribe and format documents. Ability to
professionally compose correspondence, spell correctly, use proper grammar and punctuation.
Keyboarding Skills
Input ability of 65 words per minute.
Computer/Software Skills
Ability to use MS Word, PowerPoint and Excel to create and properly finalized documents related to
duties and responsibilities are required.
Communication Skills
Ability to demonstrate oral and written communication skills, maintain a professional, efficient, and pleasant telephone demeanor and articulate rules, policies and procedures.
Other Knowledge/Skills/Abilities Required
Protects the UFCW International operations by maintaining confidentiality of any data or materials of a
sensitive or confidential nature.
Performs a wide range of administrative and general support duties of a highly responsible and confidential nature.
Must have excellent organizational skills and be able to handle multiple priorities in a deadline-oriented
work environment with little or no supervision and detail oriented. Must be proactive.
Must have ability to direct, organize, and prioritize the work of others.
Ability to add, subtract, multiply, and divide in all units of measure.
Must have basic analytical skills.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Job Demands
The work atmosphere is fast-paced and deadline-oriented particularly during strikes and contract
negotiations. At times, long hours or irregular hours are required. Travel may be required.
Working Conditions
The work is performed in a normal office environment. The noise level in the work environment is usually
moderate.
Physical Demands
The position involves, but is not limited to, written and oral communications skills, use of computer
keyboard, close vision, sitting for long periods, stooping, bending, reaching and lifting.
Compensation:
The UFCW provides a very generous benefits package, including:
Duration:
This is a full-time position; posting closes when position is filled.
Vaccination Requirement:
UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any requests or questions may be submitted to [email protected].
To apply submit cover letter, resume to: http://jobs.localjobnetwork.com/j/78144817
*Skills assessments with passing scores are required as part of our pre-employment process. *
We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer. Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.
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