United Domestic Workers of America
AFSCME Local 3930

Executive Assistant to the Chief Strategy and Impact Officer
Department of the Executive Director

Based in San Diego, CA

 

UDW Overview:
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 200,000 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 to the Chief Strategy and Impact Officer
Job Type: Exempt (Salary) Department: Executive Director Reports to: CSIO
Job Location: Based in San Diego, CA
UDW Office Hours: Monday to Friday, 9:00 AM to 6:00 PM (subject to changes) Salary Range: $82,500.00 to $107,132.30 per year (depending on experience)
Work Arrangements: Hybrid (baseline is three days in office and two days remote)

Job Summary:
The Senior Executive Assistant to the Chief Strategy & Impact Officer (CSIO) serves as a strategic partner and trusted advisor, providing advanced, high-level administrative and operational support to the CSIO and, when necessary, to the broader executive team. This role goes beyond traditional executive assistant duties by proactively managing complex projects, streamlining organizational workflows, and acting as a key liaison with board members, senior stakeholders, and external partners. The Senior Executive Assistant exercises significant discretion and independent judgment, often representing the CSIO in high-stakes communications, overseeing sensitive high-level initiatives, and ensuring that the CSIO’s time, projects and priorities align with organizational goals. This position requires exceptional organizational, leadership, and problem-solving skills, as well as the ability to anticipate needs, manage confidential information, and drive critical projects to successful completion.

Executive Assistant - Duties and Responsibilities:
Communicating

• Provide and coordinate high-level and complex administrative support to the assigned department and its respective personnel.
• Interact courteously and tactfully with organizational leaders, co-workers, members, vendors, community members, and/or associates.
• Handle incoming mail and phone calls for the department, directing inquiries to the appropriate personnel and providing prompt responses when necessary.
• Assist with employee requests and complaints, referring them to appropriate staff for resolution.

Calendar Management

• Assist the CSIO and Senior Directors with department scheduling, including managing the calendar, sending meeting invites, starting and setting up meetings, and keeping track of important upcoming events and engagements.
• Collaborate with leaders and critical operations to effectively manage changes in schedules and priorities, ensuring clear communication among all parties involved.

Travel Coordination

• Arrange departmental travel, including completing travel arrangement forms, creating detailed travel itineraries, and creating and processing the resulting expense reports.

Project Management

• Assist in managing, coordinating, and/or implementing special projects assigned by the CSIO.
• Assist with event planning, logistics, tracking event vendors, and other related projects.
• Assist with coalition administration and management, to include creating MOU’s, tracking contributions, meeting arrangements, managing timelines and other related activities

Compliance & Record-Keeping

• Ensure staff compliance with administrative requirements such as activity reports, records, and report filings.
• Establish and maintain an efficient filing system, both in hard copy and electronic formats, organizing documents for easy access and retrieval.
• Create and update spreadsheets and databases specific to department needs, maintaining accurate and up-to-date records.
• Perform periodic audits of files and records to ensure that all required documents are collected and filed appropriately.
• Manage and reconcile expense reports, invoices, and receipts, and flag upcoming expenses for budgetary purposes.

Meeting Management

• Prepare materials, including correspondence, letters, flyers, forms, and announcements, and coordinate mailings.
• Assist director with creation of properly branded departmental documents, reports, and presentations.
• Attend and participate in regional meetings, assist in room preparation, agenda preparation, typing and distributing minutes, and execute follow up work from meetings.
• Attending and keeping detailed notes and minutes of meetings as assigned by the director and effectively communicating information to the department.
• Create and distribute meeting agendas and timely meeting notes for departmental meetings and other meetings as assigned.

Other Duties

• Order/request materials and supplies for department, UDW events and campaigns; track department inventory.
• Perform other duties assigned, which are reasonably within the scope of work in this job classification.
• Conduct research on relevant topics to support executive decision-making.

Senior Executive Assistant- Level Responsibilities
All the responsibilities of the Executive Assistant, and the following:

• Serve as a strategic partner to the CSIO, anticipating needs and proactively addressing issues to maximize executive effectiveness.
• Independently manage complex, high-level cross-departmental projects and initiatives, overseeing timelines, deliverables, and stakeholder engagement.
• Exercise discretion and independent judgment in prioritizing and resolving urgent matters, often making decisions on behalf of the Director.
• Oversee and coordinate preparation for high-level board meetings, retreats, and events, including agenda development, materials preparation, and follow- up on action items.
• Supervise or mentor junior administrative staff, providing guidance on best practices and ensuring high standards of administrative support across the executive office.
• Conduct high-level research, analyze data, and prepare executive-level reports and presentations to inform decision-making and strategic planning.
• Manage high-level confidential and sensitive information with the utmost discretion, including personnel, legal, and financial matters.
• Develop and implement improved administrative processes and systems to enhance efficiency and support organizational growth.
• Lead special projects and initiatives as assigned by the Director, ensuring timely execution and alignment with union priorities.

Supporting the CSIO - Duties and Responsibilities:

• Draft, proofread, edit, and prepare a variety of written materials—including correspondence, reports, letters, flyers, forms, announcements, and other documents—on behalf of the CSIO, ensuring professional communication standards and coordinating mailings as needed.
• Manage all communications for the CSIO by monitoring and prioritizing incoming emails, phone calls, and mail; ensuring timely and accurate responses or directing inquiries to appropriate personnel; and facilitating clear, effective communication between the CSIO, internal staff, and external contacts.
• Conduct research, gather data, and information on various topics, preparing reports, summaries, and presentations for the CSIO’s review and decision- making.
• Act as a liaison between the CSIO and external stakeholders, including board members, government officials, clients, and partners, maintaining strong professional relationships on behalf of the organization.
• Maintain strict confidentiality and discretion in handling sensitive information, such as financial documents, personnel issues, and strategic plans, ensuring all information is securely stored and only shared on a need-to-know basis.
• Draft clear, effective communications and demonstrate strong verbal and written communication skills, including attentive listening and appropriate engagement in discussions.
• Manage and execute social media strategies to enhance organizational outreach and engagement.

Knowledge, Skills, and Abilities:

• Familiarity with high-level secretarial and administrative 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.
• Experience booking travel arrangements & lodging.
• Effective calendar management and time management skills.
• Demonstrated ability to type 45 to 70+ wpm.
• 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.
• 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 must work well under pressure and deadlines.
• Able to prioritize and complete workload.
• Ability to design and create presentations using company brand assets
• Interpret and apply organizational policies with a focus on labor-related issues.
• Proficiency in social media management and strategy
• Strong organizing abilities and commitment to social justice

Preferred Qualifications:

• Bachelor’s degree in business administration, secretarial or related
• 7+ years of experience of related to Executive Assistant experience
• Flexibility to be on-call and/or work weekends, after hours and holidays.
• Effective administration and people management skills.
• Exposure to campaign practices.
• 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
• Bilingual skills are highly desirable.
• Presentation design skills a plus.

Requirements:

• Travel is required (about 25% of the time) with reliable transportation.
• Ability to work after hours and during the weekends for special events or as required.

Preferred Bilingual Language(s) in either:

• Spanish
• Vietnamese
• Korean
• Tagalog
• Russian
• Assyrian
• Somali
• 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 (8 hours)
• 16 Paid Holiday
• Floating Holiday
• Upskilling through eLearning Platforms

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 accommodation 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 listen. The employee frequently is required to use hands or fingers, 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, color 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 accommodation may be made to enable individuals with disabilities to perform 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 can include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gases, smoke, dust, or airborne particles; and outside weather conditions.

Equal Opportunity Employer:
UDWA is an equal opportunity employer, and, as such, does not discriminate against 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:
All applicants should provide a cover letter and résumé to jobs@udw.org.