Administrative Specialist

Administrative Specialist
Oakland (Posted 02/23/2026)

Summary: Working under the direction of the Clerical & Facilities Supervisor or an Administrative and Operations Coordinator, the position provides senior-level administrative support and programmatic assistance to field and program activities to meet SEIU’s goals and to support the transformation of our Local. Administrative Specialists are self-motivated individuals who enjoy working with a passionate and collaborative team, providing outstanding service to our members, and continually contributing to the Local’s organizational processes and culture.

Essential Responsibilities: This position’s essential responsibilities are to provide program, event, administrative, and team/colleague support to the Local. The Administrative Specialist duties listed below are representative of the position:

Program Support

• Provide logistical and staff/member support for union strikes, actions, member meetings, trainings, events, and conferences
• Assist in the coordination of political and legislative support activities
• Answer member questions about union contracts, benefits, on-the-job rights, and union participation, including membership status/dues
• Use professional communication skills to compose both internal and member communications
• Work with the staff team to prepare materials and schedule meetings/calls to support our members
• When required, attend and participate in department meetings, assisting in agenda preparation, taking, typing, and distributing minutes
• Assist in orienting staff understanding of and compliance of the Local’s administrative requirements such as Activity reports and expense report filing
• Ability to locate, retrieve, cross-reference, and assess the reliability of a wide variety of information both internally and externally
• Participate in problem-solving to identify systemic (organizational, processes, and systems) problems/issues, and define and present solutions
• Promote the Local by actively outreaching to staff and act as a resource on MRC tools and resources

Meeting & Logistical Support

• Assist in the research and coordination of logistics and data for event planning, meetings, and travel
• Consult with supervisor to assess and understand the needs for the event; areas of discussion and consultation include technical needs, staffing, meeting rooms, hotel rooms, catering, signage, programs, display areas, and other specialized requirements
• Provide event and meeting planning support, including pre/post-event tasks
• Approach work with effective organizational skills and attention to detail in order to meet multiple, often quickly moving deadlines
• Successfully, collaboratively and efficiently organize/prioritize multiple assignments, demonstrate flexibility in a positive, productive manner, and identify needs for additional support
• Coordinate compilation and distribution of written and other materials and supplies for meetings
• Coordinate the travel arrangements and expense protocols for participating staff

Administrative Support

• Provide direct clerical/administrative support to Local staff such as typing or proofreading a variety of correspondence, reports, flyers, pamphlets, or other documents; maintain the control of department files and records
• Respond orally and in writing to general inquiries based on knowledge of the Local’s programs, policies, and procedures; or forward to the appropriate staff
• Proofread a variety of written materials for typographical, grammatical, and stylistic errors
• Schedule, coordinate and maintain calendar appointments
• Organize and coordinate internal staff meetings and conferences
• Support the on‑boarding and general orientation of new staff
• Establish and maintain hard copy and/or electronic filing system
• Screen/route telephone calls, independently answer inquiries, accurately record messages; and ensure appropriate staff members receive messages and inquiries
• Receives and screen visitors; determines needs and personally handles routine inquiries or requests
• Distribute incoming mail and packages to designated drop points as well as office supplies and fax transmissions; collect and prepare outgoing mail.
• Responsible for using all…