Administrative Assistant to the President (ICWUC)

Location: Akron, OH 44313

Salary: The salary range is $68,000 – $77,000

Position Description

The Administrative Assistant to the ICWUC President assists the President in the day-to-day operations of the ICWUC/UFCW and its headquarters, as well as coordinating communications with UFCW Headquarters. The employee in this position also acts as the Council President’s liaison when he is out of the office (i.e., the Office Manager reports to the Administrative Assistant to the President when the Council President is out of the office)

Duties and Responsibilities

^{Include the following.  Other duties may be assigned.  This list is not exhaustive and may be supplemented.}

Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of ICWUC policies and practices.
Advises ICWUC Vice Presidents, ICWUC Staff and ICWUC local union officers regarding various aspects of ICWUC policies and practices, including but not limited to ICWUC By-Laws, Local Union By-Laws, ICWUC collective bargaining agreements and vacation and illness policies.
Assists the Council President in the operation of the Council. Handles routine inquiries and approvals in the absence of the Council President.
Handles all hotel arrangements (meeting room, sleeping rooms, food and beverage requirements, etc.) for ICWUC Executive Board meetings. Handles all arrangements for other meetings held at ICWUC Headquarters, as well as arrangements for lunches, dinners, etc., for special occasions.
Assists in the coordination of workflow of ICWUC Headquarters clerical staff.
Prepares correspondence, memoranda, reports, etc., as directed by Council President. Initiates and composes routine and some non-routine correspondence and memoranda.
Provides information as requested by UFCW Headquarters staff regarding employee address changes, personnel records, pension information, etc.
Maintains various ICWUC/UFCW merger files, ICWUC Executive Board files, ICWUC Pension and retiree files; researches files as needed for various inquiries. Process former Textile and Garment Council member death benefits.
Screens telephone calls and visitors, and resolves routine and complex inquiries.
Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Handles arrangements for air travel, rental car and hotel for Council President and any other travelers as requested.
ICWUC Convention
Assists the Council President in preparations and arrangements for the ICWUC Convention: Draft and finalize Call to Convention; and draft and finalize necessary handouts provided to Convention delegates, i.e., agenda, committee lists, committee assignments, etc.
Work with convention planning company to make sure all documents are placed on the Convention App in the correct format.
Handles all arrangements with Convention hotel staff, including but not limited to convention hall setup, meeting room setup and coordination, food and beverage requirements, and staff hotel reservations.
Compiles and finalizes ICWUC Executive Board Report to Convention; work with printing company regarding finalizing report booklet for distribution at Convention. Work with Convention planning company to place the finalized report on the Convention App.
Travel required to ICWUC Convention. Responsible for setting up and maintaining Convention office which, among other things, includes coordination of shipments to and from Convention.
Updates ICWUC Bylaws upon Convention approval and approval of UFCW President. Work with IT to make sure that the updated Bylaws are placed on the Website.

Qualifications

_{To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or abilities required.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While each of the following requirements represents the desired level of competency for the above-described position, the UFCW reserves the right to modify such standards when the job or position does not otherwise require a particular level of performance}

Education and/or Experience:

Two year degree in Office Administration or a related field; or progressive executive assistant/secretary experience with extensive knowledge of organizational structure, policies, and procedures.

Secretarial Skills

Typing speed: 65 words per minute. Ability to spell correctly, use proper grammar and punctuation and format documents.

Computer/Software Skills:

Ability to organize and prepare complex documents requiring the integration of multiple office technology and software. Note: Computer applications are in a Windows environment. Profieient in Microsoft Office, Adobe Pro, Outlook, Teams and Zoom.

Communication Skills

Ability to demonstrate oral and written communication skills, maintain a professional, efficient and pleasant telephone demeanor and articulate rules, policies and procedures. Ability to professionally compose correspondence and proofread documents prepared by others.

Other Knowledge/Skills/Abilities:

Requires strong interpersonal skills and ability to deal effectively with elected union officers and staff about sensitive and/or complex matters.
Ability to perform a wide range of administrative and general support duties of a highly responsible and confidential nature.
Must have excellent organizational skills.
Must be able to prioritize work assignments with little or no supervision.

Job Demands:

Ability to work in a deadline-oriented and confidential office environment. Long and sometimes irregular hours are also necessary. Ability to juggle many priorities and schedules in a fast-paced environment. Travel is occasionally required for various assignments (especially involving the ICWUC Convention).

Working Conditions:

The work is performed in a normal office environment. The noise level in the work environment is usually moderate.

Physical Demands

This position involves, but is not limited to, written and oral communications skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending and reaching.

Compensation

Salary Range: $68,000 – $77,000

The UFCW provides a very generous benefits package, including:

Comprehensive health insurance coverage.
Life insurance provided with ability to purchase supplemental life insurance at favorable rates.
Retirement Savings Account.
401(k) plan with employer matching.
Pension plan.
Dependent care reimbursement account program.
Health care reimbursement account program.
Transportation program benefits.
Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.

To apply submit cover letter, resume to: Applications@icwuc.org

We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer. Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.