Administration Assistant

Job Description

Our client, the largest union in the United States is seeking an Administrative Assistant to join their Boston office.

This is a temp-to-hire position.

The work schedule is Monday – Friday with one day remote.

The work hours are Monday – Friday with 9am – 5pm with occasional weeknight and weekend work.

The pay rate is $26.00 per hour.

Bilingual Spanish is required.

DUTIES AND RESPONSIBILITIES:

We are currently seeking a Bilingual Administrative Assistant to support administrative operations in our Boston office.

Key responsibilities include:

Provide logistical support for union events including ordering food, organizing and lifting materials, event set-up/breakdown, and entering/reporting on member attendance.

Set-up/breakdown of laptops/projector/conference calls for meetings.

Assist with reception including greeting visitors, answering phone and routing calls.

Screen members for worksite issues and connecting members to Grievance Center as necessary.

Create and monitor check requests from vendors.

Process paperwork and expenses for members including members Executive Board members, bargaining committee members.

Support Executive Board members including travel arrangements, work release coordination, reimbursements, schedule arbitration appeals.

Assist members with dues deduction errors and questions.

Assist with building operations including access control and maintenance requests to landlord.

Maintain and troubleshoot IT equipment and hardware.

Maintain/organize office space and equipment.

Reserve conference rooms and meeting space for internal and external groups.

Order and organize office supplies and kitchens, taking inventory of supplies.

Assist with internal office/furniture moves as needed.

Provide clerical support including filing, copying, data entry, document editing, and mailings.

Process incoming/outgoing mail including UPS and FedEx.

Support administrative functions using union-provided technology tools and applications.

Run errands for union operations.

Other administrative duties as required.

QUALIFICATIONS AND EXPERIENCE

Minimum 3 years’ experience in an equivalent position.

Ability to multi-task, prioritize responsibilities and meet deadlines.

Must be well organized and detail oriented.

Strong professional demeanor, exhibiting tact, and working well with people of diverse economic/cultural backgrounds.

Proficient computer, database, phone system and other technology skills covering a variety of office equipment.

Strong interpersonal and communication skills (written and verbal).

Ability to work long and/or irregular hours as needed, which may include weekends and evenings.

Bilingual is required (Spanish/English).