Administrative Assistant Organizing Institute Jobs at AFL-CIO

Sample Administrative Assistant Organizing Institute Job Description

Administrative Assistant - Organizing Institute

This position works under the direction and supervision of the Organizing Institute Director and Assistant Director.

Duties and Responsibilities:

• Performs general administrative duties for Organizing Institute and Organizing Department;
• Supports OI and Organizing Department meetings, including the preparation of meeting materials;
• Knowledgeable about OI programs and communicates to affiliates, training participants, trainers, applicants;
• Compose, format and edit routine correspondence, reports, and other materials;
• Maintain hard copy and electronic file system for all OI materials, correspondence, archives, including all media and photos from trainings;
• Updates and maintains all materials, agendas and facilitator guides for OI trainings as well as required equipment and supplies;
• Responds to telephone and email inquiries and manages OI email account;
• Responsible for OI database – updates and provides regular reports; works with IT to make needed changes and solve problems, tracks applicants, apprentices, trainers;
• Works with Digital Communications to ensure that OI training program information is updated on website and that the website, email and database interactions are working effectively;
• Supports the lead trainer for each 3-day training in the following areas: applications and interview process, registration, payment tracking, venue coordination, catering, supplies and materials;
• Responsible for receiving participant evaluations and distributing evaluations to host unions after each training;
• Tracks expenses for trainings, invoices participating affiliates, and receives funds;
• Coordinates with Meeting & Travel Department for site contracts, rooming lists, conference needs and requirements;
• Tracks leave and attendance reports for the department in coordination with Human Resources;
• Other duties as assigned.


• Positive attitude and excellent communication and interpersonal skills;
• Professional, courteous and tactful;
• Demonstrated ability to exercise good political judgment;
• Demonstrated ability to work both independently and within a team;
• Experience coordinating multiple schedules;
• Experience working in a high-pressure environment and meeting unpredictable deadlines;
• Experience managing and prioritizing multiple tasks and meet competing deadlines;
• Excellent problem solving skills and experience identifying problems and finding potential solutions;
• Demonstrated experience planning all aspects of a training or event;
• Highly motivated and self-starter;
• Proficient knowledge of Windows XP, Microsoft Word, Microsoft Excel, Power Point, Microsoft Access, Google Docs and Outlook;
• Experience with and commitment to the labor movement;
• Experience supporting labor training programs;
• Bilingual is preferred but not required.

Required tests include:
Clerical, Typing, Database (access), Spreadsheet (excel) and Judgment
Hours: 9:00 am – 4:30 pm

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