Executive Administrative Assistant

Southeast Laborers' District Council is a dedicated organization committed to supporting and advocating for construction workers across the southeastern United States. The SELDC works to enhance the quality of life for its members through comprehensive services, education, and professional opportunities. With a focus on fostering a safe, equitable, and supportive working environment, the SELDC plays a pivotal role in workforce development. By collaborating with local communities and stakeholders, Southeast Laborers' District Council ensures that members receive the representation and resources they deserve.

Role Description

This is a full-time, on-site role, located in the United States, for an Executive Administrative Assistant. The role involves performing high-level administrative tasks, managing executive schedules, handling correspondence, organizing meetings, and ensuring efficient office operations. The Executive Administrative Assistant will address phone inquiries, maintain records, prepare documents, and support executive-level staff with day-to-day operations. The ideal candidate will have strong organizational and communication skills and the ability to handle highly sensitive information with discretion. The position relies on experience and judgment to accomplish responsibilities, works under minimal supervision, and may lead and direct the work of others.

Qualifications

• Proficiency in Administrative Assistance and Executive Administrative Assistance tasks, including scheduling and managing executive calendars.
• Strong Phone Etiquette and Communication skills to effectively handle correspondence and liaise professionally with diverse stakeholders.
• Clerical Skills such as managing documents, organizing records, and preparing professional reports.
• Ability to manage time efficiently, prioritize tasks, and work independently to meet deadlines.
• Detail-oriented with excellent organizational and multitasking skills.
• Experience in a similar role supporting senior leadership is a plus.

Minimum 3 years of experience in a secretarial/administrative assistant position

• High school diploma or equivalent
• Ability to maintain a high level of confidentiality
• Proficiency in Microsoft Office Suite and Adobe Acrobat
• Knowledge of Concur Expense Reporting System and QuickBooks Online a plus

Job Responsibilities

• Performs high quality professional administrative services by answering telephones, directing calls, scheduling meetings, and providing courteous assistance, guidance, and direction to departmental visitors.
• Provides high-level executive and board support by serving as the primary Administrative Assistant to the Business Manager, assisting with recording official minutes during SELDC Executive Board and Delegate meetings, and hosting Nashville-based affiliate meetings.
• Coordinates complex meeting and event logistics by planning and negotiating contracts for catering and AV services, and arranging lodging for all attendees.
• Executes essential financial administration by depositing all incoming checks, mailing outgoing checks, maintaining the deposit slip register, and scanning all checks and mail received by the SELDC to the Accounting inbox.
• Serves as the focal point for internal communication distribution by sending notices regarding office closures, meetings, nominations, elections, and other annual federally required notices.
• Provides professional and confidential administrative support by typing letters and memoranda from verbal direction or knowledge of union policies or procedures. Proofs materials for errors and ensures that page layout is consistent with union style in order to promote the SELDC’s professional image.
• Maintains rigorous document management and compliance standards by scanning and archiving physical files with off-site management companies, ensuring the security integrity of union reports and signed minutes.
• Ensures efficient office operations by maintaining and/or coordinating with the appropriate department for technical issues related to all office inventory, supplies, and equipment (e.g., copiers, postage machine, coffee maker).
• Supports organizational safety and personnel development by serving as the Emergency Evacuation Designee, coaching and mentoring summer interns, and assisting with the execution of office policies and procedures.
• Cultivates professional external relations by managing relationships with vendors and service providers.
• Manages corporate expense and fuel programs by overseeing gas credit cards via the Wex Online Portal, performing monthly statement-to-receipt reconciliations via Concur, and reviews and approves expense reports for the Accountant.
• Oversees organizational fleet and parking assets by managing all leased vehicles (including ordering vehicles and distributing registrations and insurance cards), performing annual Fair Market Value analyses, and managing all parking cards and daily passes.
• Performs other duties as assigned or requested.

Benefits

Healthcare: 100% company-paid health and dental insurance

Life Insurance: 100% company-paid

Retirement: 401k match and Pension plans

Vacation and accrued sick leave

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this title. They do not include all job duties performed by employees in the title and

every position does not necessarily require the same duties. If you are organized, dependable, and the person everyone counts on to get things done with a high-energy attitude, we want to hear from you. Apply to join our team as an Administrative Assistant and play a key role in setting the tone of the office, supporting staff, and ensuring the office operates efficiently every day.

Southeast Laborers District Council is an equal opportunity employer.