Executive Administrative Assistant
The Executive Assistant is responsible for providing administrative support to MSEA’s business policy and operations department , inclusive of human resources. This position supports the cyclical and periodic departmental tasks, special projects, meetings, and event of each area. Occasional evenings, weekends or over nights may be required to support special projects and association events.
- Audits and regulatory compliance: assist in compiling and maintaining electronic and hard document files , including the extraction, uploading and/or copying of files and supporting documentation.
- Banking: scan and upload bank and investment statements and agreements in respective electronic files, prepare disbursement paperwork, and obtain required documentation and signatures to establish accounts.
- Accounts payable: prepare invoices for processing, reconcile department credit card, obtain, and maintain supporting documentation ensuring appropriate approvals and assist in unclaimed property process.
- Accounts receivable: prepare and distribute invoices and statements periodically and perform collections of receivables from members, local affiliates and employees as needed.
- Chart of accounts: periodically record personnel, cost center and account updates.
- Meeting preparation: prepare electronic/paper copies of meeting materials for distribution to participants; maintain electronic file of all correspondence and meeting materials; and assist in planning and scheduling of committee and other meetings.
- Time and attendance records: maintain hourly employee timekeeping logs and assist in periodic reconciliation to payroll processing system.
Human Resources responsibilities:
- Recruiting: post job openings, maintain applicant flow log, assist with interview scheduling, prepare onboarding paperwork for delivery to new hire, retrieve applications from internal Careers sit and assemble; file all documents related to closed position; and be a test proctor for skills assessments.
- Employee paperwork: prepare, distribute and file accordingly Personnel Action Forms (PAF), salary letters and payroll change documents as directed.
- Performance appraisals: Assist in updating and maintaining tracking tool for employee expectations and evaluations, collection of documents and forwarding reminders.
- Benefits: assist with all aspects of annual open enrollment; download and file benefit reports and invoices; the ability to effectively respond to employee inquiries ; prepare and distribute annual post retirement renewal notifications, assist with the preparation and distribution of compliance and disclosure documents, and conduct annual internal audit of I-9 paperwork.
- Wellness: assist with preparing and distributing written correspondence and with preparing events.
- Document retention: file electronic version of contracts and distribute to designated departments; maintain binder of liability insurance policies and update with renewal policies; review document inventory and recommend destruction per MSEA policy.
- Research and prepare memos, reports and other documents for review and presentation to management.
- Maintain paper and/or electronic files.
- Assist with proofreading documents.
- Assist with documenting procedures and processes.
- Order supplies, materials, and meals for meetings as needed.
- Coordinate coverage for the receptionist desk
- Perform other duties as assigned.
Education, Experience, and Special Requirements
Bachelor's degree is desired. Two to three years’ relevant work experience is required. Experience working in a union environment is preferred.
Knowledge, Skills, and Abilities
- Exceptional attention to accuracy and detail is required. Problem solving and critical thinking are necessary. Strong organizational and time management skills. Ability to handle multiple projects simultaneously, prioritize competing tasks and manage work under weekly, monthly, and quarterly deadlines. Demonstrated positive attitude and effectiveness in working independently and in a team environment. Adept interpersonal relationship skills to work harmoniously with MSEA staff, management, leaders, and affiliates. Strong work ethic and self-motivation are essential. Excellent written and verbal communication skills, strong listening skills, ability to compose simple correspondence and verbally convey information clearly. Intermediate level experience with Microsoft Office applications is required. Ability to maintain a valid US driver's license that complies with the state of Maryland.
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