The executive assistant provides high-level administrative support to United Farm Workers of America (UFW) executives, in particular, the UFW President, but may also support UFW Secretary-Treasurer and other executive board members. The executive assistant will assist the President and others by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for executives.
The executive assistant’s essential functions (this is not an exhaustive list) are as follows. Note reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Make travel arrangements for executives, which includes, but is not limited to: transportation (air, land, and sea), lodging, food, etc. Communicate said travel arrangements to appropriate executive.
- Schedule and negotiate honorariums and other speaking engagements.
- Schedule and coordinate logistics for executive board meetings, meetings with partners and allies, teleconferences, and other meetings as directed.
- Manage executives’ calendars.
- Manage executives’ expense tracking and reporting (mileage, credit card, reimbursements, cash receipts, and expense billings).
- Draft or edit speaking remarks as assigned/directed.
- File and retrieve corporate documents, records and reports; plus, archive as directed.
- Create reports and presentations as directed using relevant computer software (Excel, PowerPoint).
- Type reports, memos, letters and other documents using word relevant computer software.
- Record, type and distribute meeting minutes.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Greet visitors and determine whether they should be given access to specific individuals.
- Open, sort and distribute incoming correspondence, including faxes and email. Plus, respond to communications as directed, i.e. cards.
- Perform general office duties such as ordering supplies and maintaining records management database systems.
The ideal candidate for this position must have a high level of professionalism and organization. The candidate must demonstrate competency in the following areas:
- Excellent oral and written communication skills in both Spanish and English.
- Speed, Precision, and Accuracy. Ability to work in a fast-paced, constantly changing environment with speed, precision and accuracy.
- Ability to adjust quickly to constantly changing priorities and responsive to feedback. Ability to work long hours and on weekends as necessary.
- Dedication to Mission. A genuine interest in immigrant and farm worker rights.
- Ability to work with teammates in a professional and solutions oriented manner.
- Tech Savvy. Proficient in the use of technology. Strong familiarity with social media – Facebook, Facebook Messenger, Gab, Google+, Instagram, LinkedIn, Reddit, Twitter, etc. Proficient in Microsoft Office – Word, Excel, Outlook, OneNote, PowerPoint, etc.
- Si Se Puede (It Can Be Done) Attitude. The embodiment of a personal spirit that promotes confidence, courage and risk-taking.