United Domestic Workers of America
AFSCME Local 3930

Human Resources Executive Assistant
Human Resources and Safety Department

Based in Santa Ana, CA

 

UDW Overview: 
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 225,000 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.udwa.org. 

Job Information: 
Job Title: Human Resources Executive Assistant 
Job Type: Exempt (Salary) 
Department: Human Resources and Safety Department 
Reports to: Director of Human Resources 
Job Location: Santa Ana, CA
Schedule: In Person, Monday to Friday, 9:00 AM to 6:00 PM
Salary Range: $85,000 to $115,00.00 (depending on experience)

Job Summary:
The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff. The Human Resource Assistant will perform confidential administrative tasks and services to support effective and efficient operations of the human resources and safety department. This role is a position of trust. The Administrative Assistant will be given access to confidential information including employee data. The Administrative Assistant must always maintain strict confidentiality. 

Executive Assistant - Duties and Responsibilities:

• Provides high-level administrative support and assistance to the Director of Human Resources and Safey.
• Manages complex calendars, schedules meetings, coordinates appointments, and prioritizes competing demands on behalf of the Director. 
• Prepares, edits, and distributes correspondence, reports, presentation, agendas, meeting materials, and other confidential documents. 
• Serves as the primary administrative support for collective bargaining negotiations session, preparing bargaining materials, maintaining negotiations files, and tracking proposals, counterproposals, tentative agreements, and action items. 
• Attends collective bargaining sessions, labor-management meetings, and executive meetings to prepare accurate, detailed, and confidential meeting notes and summaries.
• Maintains confidential Human Resources, labor relations, and executive records in accordance with organizational policies and applicable laws. 
• Coordinate travel arrangements, meeting logistics, and accommodations for the Director as needed.
• Screens incoming calls, correspondence, and other communications; determines priority and ensures timely responses or appropriate distribution. 
• Assist with the preparation of reports, presentations, spreadsheets, and executive correspondence for leadership. 
• Coordinate special projects, monitor deadlines, and follows up on assignments to ensure timely completion.
• Maintains office supplies records and administrative filing systems.
• Exercises independent judgment, discretion, and professionalism while handling highly confidential personnel, labor relations, and organizational matters.
• Performs other related duties and special projects assigned. 

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail, with the ability to manage confidential labor relations documents, coordinate multiple priorities, track deadlines, and work effectively under tight deadlines. 
• Knowledge of labor relations principles and collective bargaining processes; experience supporting union negotiations or working in a unionized environment is highly desirable. 
• Ability to prepare accurate and detailed meeting notes, bargaining summaries, professional correspondence, and documentation of proposals, counterproposals, tentative agreements, and action items during collective bargaining sessions.
• Ability to maintain strict confidentiality, exercise sound judgement, and handle sensitive personnel and labor relations matters with professionalism.
• Excellent time management skills with a proven ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Ability to function effectively in a high-pressure, fast-paced work environment. 
• Extensive knowledge of office administration, clerical procedures, records management, and document retention practices. 
• Minimum typing speed of 50 words per minute.
• Advanced proficiency in Microsoft Office suite (Word, Excel, Outlook, Teams, PowerPoint) and the ability to prepare reports, presentations, and meeting materials.

Education and Experience

• High school diploma or equivalent required.
• Associate’s degree in business administration, Human Resources, Public Administration, or a related field required; bachelor’s degree preferred. 
• Bachelor’s degree in business administration, Human Resources, Public Administration or a related field preferred.
• Minimum of four (4) years of progressively responsible executive administrative support experience, preferably supporting directors.
• Experience supporting Human Resources, Labor Relations, Safety, or Legal departments is highly desirable. 
• Experience working in a unionized environment and supporting collective bargaining, grievance administration or labor-management activities is highly desirable. 
• Experience preparing confidential reports, meetings minutes, executive correspondence, and presentations. 

Physical Requirements

• Prolonged period of sitting at a desk and working on a computer.
• Ability to frequently use a computer, keyboard, telephone, and other standard office equipment. 
• Ability to occasionally stand, walk, bend, reach, and lift or carry up to 15 pounds.
• Ability to travel between office locations and meeting sites as needed

Licenses & Other Requirements

• Possession of a valid California deriver’s license. 
• Poof of current automobile insurance meeting California minimum requirements and coverage for business use, when using a personal vehicle for work-related travel.
• Willingness and ability to travel throughout California as required. 
• Ability to work flexible schedules, including extended or irregular hours to support organizational needs, including collective bargaining sessions and organizational events.

Preferred Bilingual Language(s) in:

• Spanish 
• Vietnamese 
• Korean
• Tagalog
• Russian
• Assyrian
• Somali 

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 
• Upskill 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 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 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 30 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 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 an outdoor environment that can 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 and members of the LGBTQIA+ community are strongly encouraged to apply.

To Apply:
Please send cover letter, résumé and list of three references to jobs@udw.org and list the position and city you are applying for.