Job Description

UDW Overview: 
United Domestic Workers of America, UDW/AFSCME Local 3930 is a statewide labor union that represents more than 170,000 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

Job Information:  
Job Title: Executive Assistant 
Job Type: Exempt (Salary) 
Department: State Government Affairs
Reports to: Director of State Government Affairs
Job Location: Based in Sacramento, CA
UDW Office Schedule: Monday to Friday, 9:00 AM to 6:00 PM
Salary Range: $75,000 - $96,737.00/year (depending on experience)

Job Summary:
The Executive Assistant plays a crucial role in the department’s success by providing administrative support to the department director and staff. This involves managing schedules, managing the Sacramento Office, and ensuring timely communication with internal and external stakeholders. The executive assistant must also be highly organized, able to anticipate the needs of the personnel they support, and possess strong critical thinking skills. In addition, they will be responsible for coordinating travel arrangements, organizing meetings, and preparing presentations or reports. Ultimately, the goal of the executive assistant is to enable the director and staff to focus on their responsibilities while ensuring that all administrative and office-related tasks are handled efficiently and effectively.

Duties and Responsibilities:  
• Provide and coordinate high-level & complex administrative support to the assigned department and respective personnel.
• Manage and reconcile expense reports, invoices, and receipts, and flag upcoming expenses for budgetary purposes.
• Ensure staff compliance with administrative requirements such as activity reports, records, and report filings.
• Prepare materials, including letters, flyers, forms, and announcements.
• Manage calendars of the department director and team, including scheduling appointments and interviews, meeting prioritization and logistics, and maintaining records and information.
• Book travel arrangements for department director and team.
• Track department inventory and request office supplies.
• Assist in the implementation and coordination of local and statewide events.
• Answer the telephone, relay messages, process mail. 
• Maintain office equipment and supplies.
• Attend and participate in regional meetings, assist in room preparation, agenda preparation, typing and distributing minutes, and execute follow-up work from meetings.
• Maintain accurate and up-to-date files, department records, and documentation.
• Maintain the integrity and confidentiality of files and records.
• Assist with employee requests and complaints, referring them to appropriate staff for resolution.
• Perform data entry, create spreadsheets, and manage department databases.
• Plan and execute special events such as, but not limited to, union meetings, recognition events, and receptions.
• Work on special projects assigned by the Department Director and team.
• Participate in union electoral and political activities, including, but not limited to, Get Out the Vote (GOTV), as needed.
• Perform other duties assigned, which are reasonably within the scope of work in this job classification.

Knowledge, Skills, and Abilities: 
• Expert knowledge of high-level secretarial and administrative principles, practices, and procedures.
• Significant experience with maintaining and securing a high level of confidential information (e.g., company and financial records, employee and member relations, political plans, legal information, and all other confidential information and records).
• Expertise with Microsoft programs, including Word, Excel, PowerPoint, Teams, and Outlook.
• Significant experience booking travel arrangements & lodging.
• Significant experience effectively managing calendars and schedules in a fast paced, high output work environment. 
• Demonstrated ability to type 45 to 70+ wpm.
• Proficiency using the Internet as a research tool.
• grammar, spelling, and punctuation.
• Outstanding organizational skills. 
• Meticulous attention to detail.
• Commitment to provide accurate, efficient, and friendly service to staff and members. 
• Ability to exercise strong problem-solving skills. 
• Ability to multi-task and must work well under pressure and deadlines.
• Able to prioritize and complete workload. 
• Ability to design and create presentations using union brand assets

Preferred Qualifications:
• Bachelor’s degree in business administration, secretarial or related 
• 3-6+ years of Executive Assistant experience
• Flexibility to be on-call and/or work weekends, after hours and holidays.
• Effective administration and people management skills.
• Excellent written and verbal communication skills.
• Works well under pressure and meets tight deadlines.
• Highly computer literate with capability in email, MS Office and related business and communication tools.
• Fantastic organizational and time management skills.
• Strong decision-making and problem-solving skills.
• Meticulous attention to detail.
• Ability to accurately follow instructions
• Bilingual skills are highly desirable. 
• Presentation design skills a plus.

Requirements: 
• Work arrangement is 100% in-person, in office 
• Some travel is required with a reliable vehicle. 
• Valid driver's license.

Preferred Bilingual Language(s) in:
• Spanish 
• Vietnamese 
• Korean
• Tagalog
• Russian
• Assyrian
• Somali 
• Arabic

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
• 16 Paid Holidays
• Floating Holiday
• Upskill through eLearning platforms

COVID-19 Vaccination Requirement:
UDW has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, our employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

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 finger, 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 25 pounds. Specific vision abilities required by this position include close vision, distance 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 outdoor environments, which may include exposure to vehicles, moving mechanical parts; vibration; odors, fumes, gasses, smoke, dust, or airborne particles; and outside weather conditions.

Equal Opportunity Employer:
UDW 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, people with disabilities, and members of the LGBTQIA+ community are strongly encouraged to apply.

To apply for this position, please visit UDW’s career page and submit your application.
UDW’s career link →

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