Executive Secretary

Location: Washington DC Headquarters

Duration: Full-time position; posting closes when position is filled.

Vaccination Requirement: UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any requests or questions may be submitted to hrcovid@ufcw.org.

Position Description

The Executive Secretary performs administrative duties, clerical support and business work of a highly confidential and sensitive nature for the President’s Office and assists the Secretaries and Administrative Assistant to the President in the President’s Office as needed.

Essential Duties and Responsibilities

Includes the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

Verifies for payment expense reports submitted by Local Union International Vice Presidents in connection with their participation at meetings of the International Executive Board or attendance at committee meetings to which appointed by the International President and submits final expense report to the Administrative Assistant to the President for approval.
Reviews and approves all check requests/wire transfers that require President’s Office approval.
Backs up the President’s Office support staff during absences.
Assists the Administrative Assistant to the President on IEB meetings, planning including, but not limited to correspondence to retirees.
Processes all payments of invoices for accounts specific to the President’s Office.
Update UFCW Events calendar, i.e., International Executive Board Meeting; UFCW Retail Conference; UFCW Attorneys’ Conference, Region Education Conference, etc.
Reviews and approves officer’s and director’s expense reports for President’s Office approval.
Collects and updates HQS executive staff weekly itineraries and reports them daily to the International President.
Oversees and advances correspondence related to member and outside inquiries submitted via UFCW Voice mailbox.
Protects the UFCW International operations by maintaining confidentiality of any data or materials of a sensitive or confidential nature.

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, skill and/or ability required.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience

Exemplary executive support skills required. Minimum five years secretarial work experience.
Must have advanced knowledge of UFCW history, structure, policies, procedures, and field operations.

Secretarial Skills

Ability to transcribe, spell correctly, use proper grammar and punctuation, and format documents.

Keyboarding Skills

Input ability of 65 words per minute.

Computer/Software Skills

Ability to organize and prepare documents requiring the integration of office technology and software, including word processing applications.

Communication Skills

Must possess strong written and verbal communication skills. Ability to comprehend rules, policies, and procedures, and the ability to communicate them to others in a professional and tactful manner.

Other Knowledge/Skills/Abilities Required

Demonstrated ability to perform administrative and general support duties of a highly responsible and confidential nature, including maintaining confidential communication and records.  The highest level of discretion is mandatory. 
Willingness and ability to work extended hours on a regular basis and capable of handling multiple priorities with frequently overlapping deadlines and interruptions.
Strong attention to detail and accuracy. 
Must be able to work under pressure. 
Advanced organizational skills and follow through on multiple tasks and matters is essential.
Must be able to prioritize work, and have demonstrated ability to work independently with little or no instruction or supervision. 
Must demonstrate ability to work with others in a facilitatory manner, and be innovative and participatory rather than reactive.
Ability to add, subtract, multiply, and divide in all units of measure.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to define problems, collect data, establish facts, and draw valid conclusions.

Job Demands

Willingness and ability to work extended hours on a regular basis and capable of handling multiple priorities with frequently overlapping deadlines and interruptions. 
Must maintain strict confidentiality of all sensitive data of which employee may acquire knowledge.

Working Conditions

The work is performed in a normal office environment.  The noise level in the work environment is usually moderate.  The work atmosphere is fast-paced and deadline-oriented.

Physical Demands

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

Compensation

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.
Prepaid Legal Plan (for DC/MD/VA only).

To apply submit cover letter, resume to: http://jobs.localjobnetwork.com/j/78927980

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.