Labor and Operations Executive Assistant

Washington State Nurses Association

External Job Posting

January 20, 2023

Position Title: Labor and Operations Executive Assistant

Reports to: Director of Labor and Director of Operations & Labor Advisor

Bargaining Unit: Full-time exempt, non-bargaining unit position

About WSNA: Washington State Nurses Association is the leading voice and advocate for nurses in Washington. As a professional association and union, we represent more than 18,000 nurses for purposes of collective bargaining and the professional interests of more than 103,000 registered nurses. For more than 100 years, WSNA has championed issues that support nurses, advance professional standards and improve the health of individuals, families, communities, and populations in Washington state.

About the position: The Labor and Operations Executive Assistant performs highly responsible, sensitive, and confidential office, administrative and secretarial support functions for the Director of Labor and Director of Operations & Labor Advisor and performs related duties as assigned; serves as the secretary and coordinator of all Cabinet on Economic and General Welfare and other assigned meetings; and serves as a resource to the Labor and Operations teams.

The Labor and Operations Executive Assistant exhibits a high degree of personal initiative and follow through on work assignments, excellent oral and written communication skills, ability to coordinate multiple activities at the same time, and skills in organizing complex meetings. This individual has excellent skills in interpersonal relations with the ability to work effectively and efficiently with elected volunteer Cabinet members, organizational affiliates, other associations, and groups, as well as internal peers and leadership of WSNA. The Labor and Operations Executive Assistant exercises independent judgment and confidentiality in a variety of situations, with the ability to maintain a balance among multiple priorities while completing tasks professionally and on time. Successful candidates have a commitment to social justice and labor movement.

See the position summary which follows for additional details and requirements.

Pay Range and Benefit Description:

The Labor and Operations executive assistant is a confidential, bargaining unit exempt position. The salary range for this position is $68,000 - $110,000. New hires to this position generally start at $68,000 and placement within the range is based on qualifications, and professional experiences.

WSNA provides a generous benefit package that includes employer paid individual health, dental, vison and life insurance, fifteen paid holidays, five personal days, twenty-two vacation days, one day of sick leave per month and a five percent employer contribution to a 401(k) plan.

The Washington State Nurses Association (WSNA) is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and staff without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. WSNA believes that diversity and inclusion among our teammates is critical to our success in serving our membership, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Closing Date: This position will remain open until filled.

To Apply: Interested applicants will need to submit a letter of interest, résumé, and contact information (name, phone, email and description of professional relationship) for three professional references using the link in this announcement.

Full Position Summary

The Labor and Operations Executive Assistant performs highly responsible, sensitive, and confidential office, administrative and secretarial support functions for the Director of Labor and Director of Operations & Labor Advisor and performs related duties as assigned; serves as the secretary and coordinator of all Cabinet on Economic and General Welfare and other assigned meetings; And serves as a resource to the Labor and Operations team.

The Labor and Operations Executive Assistant exhibits a high degree of personal initiative and follow through on work assignments, excellent oral and written communication skills, ability to coordinate multiple activities at the same time, and skills in organizing complex meetings. This individual has excellent skills in interpersonal relations with the ability to work effectively and efficiently with Cabinet members, organizational affiliates, other associations, and groups, as well as internal peers and leadership of WSNA. The Labor and Operations Executive Assistant exercises independent judgment and confidentiality in a variety of situations, with the ability to maintain a balance among multiple priorities while completing tasks professionally and on time.

Duties and Responsibilities Common to All Positions

• Supports WSNA Purpose, Mission, Vision, Goals
• Works with others, role modeling collaboration, communication, and teamwork. Strives for excellence in work performance
• Remains current in field of expertise
• Performs other duties as assigned to meet association needs including participation in staff teams and committees
• Acquires and maintains knowledge of Microsoft Office

Duties and Responsibilities of the Labor and Operations Executive Assistant

Acts in a confidential capacity to the Director of Labor and Director of Operations & Labor Advisor as follows:

1. Provides administrative and secretarial services
2. Maintains and manages schedule, appointments, travel, and conference arrangements
3. Monitors, screens, and responds to incoming communications
4. Composes and sends correspondence
5. Gathers and analyzes data on a variety of administrative and management policy matters; Develops recommendations and prepares and presents related reports often of a sensitive nature
6. Consults regarding matters pertaining to office and Cabinet policy and procedures
7. Handles information of a highly confidential and critical nature on a regular basis, including the preparation of reports and data regarding the staff union collective bargaining agreement
8. Conducts research, collects and analyzes data and repairs confidential communications related to the administration of the staff union collective bargaining agreement and other personnel related matters
9. Reviews employee expense report submissions, flags issues for assigned directors and coordinates with staff to correct errors and/or omissions.

Cabinet on Economic and General Welfare and assigned committees/task forces

1. Manages logistics and communication for Cabinet on Economic and General Welfare and other meetings
2. Serves as Cabinet recording secretary drafting agendas, preparing minutes in collaboration with the Cabinet Secretary/Treasurer, and producing final copy for approval and distribution
3. Collaborates with the Director of Finance and Cabinet Secretary/Treasurer to prepare necessary Cabinet financial reports

Document Management

1. Reviews, maintains and recommends changes to E&GW, Operations and Cabinet policies and procedures, collaborating with Executive Assistant to the Executive Director for required review and revision.
2. Organizes and maintains online shared files for documents, correspondence, minutes, contracts, and agendas for E&GW, Operations and the Cabinet
3. Maintains and manages mailing lists, contact database, and calendar of meetings and events for assigned departments and the Cabinet
4. Coordinates document digitization and digital documentation retrieval system for assigned departments

Other

1. Serves as resource to E&GW staff regarding policies, programs, files, and materials
2. Assists in work overload in areas of expertise
3. Participates in preparation or handling of confidential information/documents or proprietary information and maintains confidentiality of this information as directed
4. Schedules and coordinates meetings including securing spaces and resources, managing logistics including invitations and attendee lists, and disseminating meeting materials
5. Assists in orientation of new Labor and Operations staff
6. Collaborates with Executive Assistant to Executive Director on human resources matters in assigned departments
7. Attends and provides administrative support including scheduling, drafting agenda and preparing minutes for E&GW and other assigned staff

Education/Experience

• Baccalaureate degree preferred
• Three years’ experience as an executive secretary or administrative assistant preferably in a labor organization, nonprofit organization, or healthcare organization required.

Essential Skills/Competencies

Ability to:

• Anticipate executive needs and collect or prepare information for executive review
• Assess situations, determine what needs to be done, and follow through
• Think critically, exercise judgement, and make decisions
• Gather and monitor information
• Communicate orally and in writing including gathering and analyzing data and writing reports.
• Manage multiple demands, organize work, determine priorities, establish deadlines, and pay attention to details.
• Proofread and edit documents for detail and accuracy in use of English language and grammar.
• Knowledge of standard office practices and procedures.
• Supervise others
• Demonstrate proficiency in computer skills and in-depth knowledge of MS Office Suite

Physical Requirements

This job requires:

• Some travel and attendance at out of office events
• a valid driver’s license in the state of residence and access to operational motor vehicle that is currently insured.