Executive Assistant - Communications (San Diego, CA) - United Domestic Workers

UDW Overview: 
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 170,000 home care and family child care providers in 45 counties in California. Founded in 1979, UDW is a diverse, progressive labor organization that seeks dynamic, committed individuals who will support our members and those for whom they care locally, statewide and at the national level. 

UDW is one of California’s largest labor unions. We consistently support and lead important social justice initiatives like fighting for racial justice, income inequality, and affordable health care for all. We are committed to respect and dignity for seniors, people with disabilities, and the children in our care.  We fight for better working conditions and fair pay for home care and child care providers, and full funding for life-saving programs like In-Home Supportive Services (IHSS) and subsidized family child care. For more information about UDW, please visit our website at www.udw.org. 

Job Information: 
Job Title: Executive Assistant 
Job Type: Exempt (Salary) 
Department: Communications 
Reports to: Director of Communications
Job Location: Based in San Diego, CA 
Schedule: Monday to Friday 9:00AM to 5:00PM, Hybrid (In office/remote)
Starting Salary: $75,000 - $96,737.00 (Depending on experience)

Job Summary:

The Executive Assistant to the Director of Communications at UDW is a multifaceted role that combines high-level administrative support with communications expertise to amplify the voices of home care providers, family child care providers, and working families across California and nationwide. This position requires exceptional organizational skills, attention to detail, and a commitment to economic and social justice as the assistant manages complex administrative tasks, coordinates departmental communications, and supports event planning and branded material creation. The role also involves significant engagement in social media management, interview coordination, and data compilation to enhance outreach efforts while providing crucial support in managing schedules, reconciling expenses, and maintaining efficient departmental operations. Additionally, the Executive Assistant collaborates with field staff, vendors, and key stakeholders to ensure the smooth execution of various communications initiatives, including the production and distribution of UDW materials, event coordination, and member engagement for communications opportunities.

Executive Assistant - Duties and Responsibilities:    
•    Provide and coordinate high level and complex administrative support to the assigned department and respective personnel.
•    Assist with the Communications Director’s and department scheduling, including managing the department Zoom account, sending meeting invites, starting, and setting up meetings, and keeping track of important upcoming events and engagements.
•    Create and distribute meeting agendas and timely meeting notes for departmental meetings and other meetings as assigned.
•    Manage and reconcile expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes.
•    Assist director with creation of properly branded departmental documents, reports, and presentations.
•    Partner with leaders and key operations to effectively manage changing schedules and priorities and communicate to all involved parties.
•    Prepare materials, including correspondence, letters, flyers, forms, announcements, and coordinates mailings.
•    Work with vendors and UDW field staff to coordinate the printing and mailing of UDW communications, flyers, field materials, UDW-branded items like banners and swag, etc. 
•    Order materials and supplies for communications offices, UDW events and campaigns; track department inventory and request office supplies.
•    Assist with event planning, logistics, tracking event vendors, and other related projects. 
•    Perform periodic audits of files and records to ensure that all required documents are collected and filed appropriately.
•    Establish and maintain hard copy and/or electronic filing system. 
•    Process mail and phone calls for the department. 
•    Arrange departmental travel, including completion of travel arrangement forms, creating detailed travel itineraries, and processing the resulting expense reports.
•    Create spreadsheets, and update/maintain Communications department databases.
•    Attend and participate in regional meetings, assist in room preparation, agenda preparation, typing and distributing minutes, and execute follow up work from meetings. 
•    Assist in the implementation and coordination of other local and statewide events.
•    Interact courteously and tactfully with managers, co-workers, members, vendors, or associates.

Communications - Duties and Responsibilities:
•    Track and compile daily list of relevant news stories to send to all staff
•    Assist digital strategists with social media management and posting as needed
•    Work with field staff to identify and vet UDW members to participate in communications opportunities
•    Assist with UDW member interviews - coordinating interview times, conducting interviews as-needed, and taking detailed notes
•    Coordinate the translation of projects, graphics, documents, and online content
•    Compile, organize, and prepare reports on communications-related data (e.g. survey results, story submissions)
•    Catalogue photos, photo release forms and other UDW communications projects 
•    Attend UDW’s member-facing events and assist with setup, taking photos, interviewing members, and posting to social media as assigned
•    Prepare, edit and format properly branded documents (ad requests, memos, letters, presentations, etc.) to support the communications team
•    Assist with department projects and perform other duties as assigned which are reasonably within the scope of work in this job classification.

Knowledge, Skills, and Abilities: 
•    Familiarity with office administration, communications or marketing principles, practices, and procedures.
•    Ability to maintain and secure high level of confidential information (e.g., company and financial records, employee and member relations, political plans, legal information and all other confidential information and records).
•    Expertise using Microsoft programs, including Word, Excel, PowerPoint, Teams, and Outlook; Adobe Photoshop, InDesign, and Acrobat; Zoom; Canva or similar design programs; familiarity with social media platforms (Facebook, Instagram, Twitter) and social management software like Hootsuite, Buffer, etc.; task management software like Asana
•    Experience booking travel arrangements & lodging.
•    Effective calendar management and time management skills.
•    Knowledge of standard business documents and table formatting to prepare materials accurately. 
•    Proficiency using the Internet as a research tool.
•    Experience composing grammatically correct correspondence, and editing drafts to correct grammar, spelling, and punctuation.
•    Excellent organizational skills. 
•    Experience coordinating virtual and in-person events
•    Ability to communicate and relate respectfully with a diverse membership and staff. 
•    Commitment to provide accurate, efficient, and friendly service to staff and members. 
•    Ability to exercise strong problem-solving skills. 
•    Ability to multi-task and work well under pressure and with tight deadlines.
•    Ability to prioritize and complete workload; able to handle numerous projects at the same time and work independently
•    Ability to design and create presentations using UDW brand assets

Preferred Qualifications:
•    3-6 years of combined experience as a communications professional and/or as an executive assistant (or less combined with Bachelor’s degree in communications or marketing)
•    Effective administrative and clerical skills.
•    Excellent written and verbal communication skills.
•    Works well under pressure and meets tight deadlines.
•    Highly computer literate with capability in email, MS Office and related business and communication tools.
•    Fantastic organizational and time management skills.
•    Strong decision-making and problem-solving skills.
•    Meticulous attention to detail.
•    Ability to accurately follow instructions
•    Eye for design, presentation design skills a plus.
•    Experience with content creation
•    Bilingual in Spanish or Vietnamese a plus
•    Demonstrated commitment to social, racial, and economic justice
•    Understanding of labor, community, political or student organizing

Requirements: 
•    Flexibility to be on-call and/or work weekends, after hours and holidays to complete projects and support campaigns
•    Ability to work from UDW’s San Diego office 3 days/week
•    Willingness to travel as needed
•    Valid driver's license

Preferred Bilingual Language(s) in either:
•    Spanish 
•    Vietnamese 
•    Korean
•    Tagalog
•    Russian 
•    Assyrian
•    Somali
•    Mandarin Chinese 
•    Cantonese
•    Arabic

Employee Benefits:
•    Health Insurance
•    Dental Insurance
•    Vision Insurance
•    Life / AD&D
•    Long Term Disability (LTD)
•    401(k) Savings Plan
•    Pension Plan
•    Paid Vacation Days
•    Paid Sick Leave
•    Personal Day
•    16 Paid Holidays
•    Floating Holiday
•    Upskilling through eLearning platforms

COVID-19 Vaccination Requirement:
UDW has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, our employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Physical Demands: 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.  While performing the duties of this position, the employee is regularly required to talk and hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. 

Work Environment: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is primarily exposed to an office-type environment. The employee will frequently work on or around office equipment and furniture. The noise level in the work environment is low to moderate. The employee will frequently work with deadlines under pressure and will occasionally be required to work alone. The employee is occasionally exposed to outdoor environments, which may include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gasses, smoke, dust, or airborne particles; and outside weather conditions.

Equal Opportunity Employer:
UDWA is an equal opportunity employer, and, as such, does not discriminate an employee or applicant based on race, creed, color, age, sex, national origin, marital status, sexual orientation, gender identity, religious affiliation, disability, or any other classification protected from discrimination under applicable law.

Notice of E-Verify Participation: 
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS (888) 897-7781, dhs.gov/e-verify. 

Women, people of color, people with disabilities, and members of the LGBTQIA+ community are strongly encouraged to apply.

To apply for this position, please visit UDW’s career page and submit your application.
UDW’s career link →   https://udwa.hiringplatform.com/list/careers