AFL-CIO

Administrative Assistant Jobs at AFL-CIO

Sample Administrative Assistant Job Description

Administrative Assistant

This position reports to the Director of State Government Relations/Deputy Director of Government Affairs and works within a team environment.
Responsibilities
• Provide all administrative support for the Director of State Government Relations/Deputy Director and other Government Affairs staff as needed;
• Schedule and coordinate all activities, travel and speaking engagements;
• Provide administrative support to other Government Affairs staff as needed;
• Prepare routine reports and process expense statements, travel authorizations, and invoices;
• Exercise political judgment with both internal and external contacts;
• Work with the supervisor to coordinate workflow;
• Screen, manage and prioritize visitors, calls and mail;
• Prepare and submit all travel expenses in a timely manner;
• Create and maintain filing system and maintain all project files;
• Assist with meeting/conference planning, scheduling and execution, including but not limited to:
o Manage printing and shipping deadlines related to annual conference
o Track deadlines related to hotel event contracts
o Maintain contact information, arrival/departures and needs for speakers and special guests
o Assist with turnout calls and follow up to conference participants, including state federation leaders and elected officials
o Coordinate registration and materials distribution on site at conferences
o Provide information to Accounting regarding post-conference invoices to be issued; prepare and submit check requests as directed
o Serve as a liaison to other Departments, affiliates and allied organizations for questions regarding the conferences
• Maintain updates to access database and outlook files for State Legislative Issues Committee
• Assist with database updates for legislative bill tracking
• Assist with follow up calls to state labor federations for annual survey responses or other projects
• Utilize the Internet as a basic research tool for information gathering;
• Independently respond to correspondence and prepare reports/memos and spreadsheets;
• Review incoming correspondence and materials; prepare responses to inquiries and other routine correspondence;
• Compose, format and edit routine correspondence, memoranda, reports and other materials;
• Assist with preparation for presentations, including proofing and editing PowerPoints and coordinating printed materials
• Other duties as assigned.
Qualifications
• Positive attitude and excellent communication and interpersonal skills;
• Professional, courteous and tactful;
• Demonstrated ability to prioritize and manage multiple assignments;
• Experience with utilizing and navigating the Internet for information finding;
• Ability to exercise political judgment when necessary;
• Demonstrated ability to work well independently and as part of a team;
• Demonstrated ability to exercise good political judgment;
• Demonstrated work performance as a self-starter and detail oriented;
• Demonstrated ability to interpret and apply organizational policies and procedures;
• Excellent organizational skills;
• Demonstrated ability to work well in a high pressure environment and meeting unpredictable deadlines;
• Experience managing and prioritizing multiple tasks
• Demonstrated proficient knowledge of Microsoft Word, Microsoft Excel, Power Point, Microsoft Access and Outlook.
• Knowledge of Salsa preferred
• Experience with booking travel and preparing itineraries
• Ability to travel and work overtime in preparing for and during annual conferences


Required Tests Include:
Clerical, Typing, Spreadsheet (excel), Database (access) and Judgment
Hours: 9:00 AM – 4:30 PM

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