Executive Assistant & Project Coordinator; Programs

Executive Assistant & Project Coordinator (Programs)

Join to apply for the Executive Assistant & Project Coordinator (Programs) role at SEIU HCII

SEIU Healthcare IL IN MO KS is a dynamic, action-oriented union representing over 100,000 healthcare and childcare workers throughout Illinois, Indiana, Missouri, and Kansas. We believe in a society defined by freedom and justice, where we can all have quality education, health care, and jobs, and where we all can live a full and plentiful life of our choosing. SEIU HCIIMK’s mission is to organize together to build power and demand and win social and economic justice for our communities.

Location: Chicago/Hybrid Remote Schedule

The Executive Assistant & Project Coordinator will provide professional support to the Chief of Staff (COS), cross‑union functional Directors, and the union‑wide Program Team. This position reports directly to the Chief of Staff. This confidential, non‑bargaining unit position serves as a key executor of organizational processes and systems, communications, and collaboration to advance the union’s core strategies and goals, including organizing, member strength, and advancing care for all and raising industry standards for workers across our industries.

Strategic Planning, Campaigns, Program:

• Support the COS, cross‑union functional Directors, and the union‑wide Program Team on strategic planning and organizational change initiatives that are cross‑union or within the purview of a cross‑union functional Director.
• Lead support to the COS and cross‑program functional Directors to create and manage systems to track union‑wide progress of goals and to implement project management systems across our campaigns and programs.
• As directed by the COS, project manage union‑wide programs and initiatives.

Administrative:

• Manages the Executive’s schedule, meeting preparations, follow‑up tasks, and assistance with complex people coordination.
• Manages the cross‑union systems across the Chief of Staff’s portfolio, including staff time off, staff development plans, staff assessments, new staff onboarding, etc., including supporting other cross‑union functional Directors on these systems.
• Planning and assisting in meeting facilitation through formation of agendas and other logistics.
• Coordinating resources and tools to ensure the success of meetings.
• Managing memos, meeting minutes, and correspondence.
• Managing the system for tracking organizer/staff development training opportunities and participation.
• Managing logistics for staff deployed externally for campaigns.
• Support the administrative processes for Member Intern/Lost Timer requests.
• Work with directors to set up systems for financial tracking and reporting, creating and executing contracts, and staff and member travel deployments, coordinating with the operations team on ordering supplies and other logistical needs.
• Manages COS expenses, tracking and reporting, and reviews budgets.
• Other duties as assigned.

Other Expectations:

All union staff are expected to respect the processes of the organization and to work within the framework of the organization to resolve internal disputes and issues.

Working Conditions:

The Executive Assistant may be required to work long and irregular hours, and to work on weekends and holidays when necessary.

• The ideal candidate will have at least five (5) years of experience in administrative and program support functions.
• Successful candidates shall possess relevant experience through their previous work in economic, social or racial justice organizations or campaigns.
• Experience with the systems and structures that provide a foundation for successful programs, campaigns, cross‑people, and cross‑team coordination.
• Basic understanding of the principles of organizing and a strong commitment to economic, social, and racial justice.
• Ability to work in a multicultural and diverse work environment.
• Strong writing and proofreading ability.
• Intermediate to advanced knowledge with Microsoft Office Suite (Word, Excel, and PowerPoint) and project management software such as Microsoft Project, Trello, or similar.
• Ability to set up video…