Executive Assistant & Project Coordinator

SEIU Healthcare Illinois & Indiana is a dynamic, action-oriented union of over 90,000 healthcare and childcare workers throughout Illinois, Indiana, Missouri and Kansas. As one of the largest and fastest growing affiliates of the Service Employees International Union, SEIU HCII is committed to building power for low- and moderate-income families by organizing workers for economic and social justice.

Purpose The Executive Assistant & Project Coordinator will provide professional support to the Chief of Finance and Chief of Data Management and Analytics. This position reports directly to the Chief of Finance with supervisory oversight of the Chief of Data Management and Analytics. This confidential, non-bargaining position serves as a key executor of organizational compliance processes & systems, analysis, and communications around critical information and messages, support publication of presentations & financial reports for executive administration & project coordination for finance and data system staff.

Location: Chicago, IL / Partial Remote Schedule

Duties And Responsibilities Administrative

• Planning and assisting in meeting facilitation through the formation of agendas and other logistics. Coordinating resources and tools to ensure the success of meetings.
• Managing memos, meeting minutes, and correspondence
• Maintaining & assisting in calendar scheduling and time off for Finance, Data, Collections, & Membership departments
• Ability to set up video conferencing meetings & associated tools within platforms, such as Zoom & Microsoft Teams.
• Manages the executive’s schedule, meeting preparations, follow-up tasks, and complex travel arrangements & events.
• Assist individual team members with data entry, banking, supplies, and mailing & distribution needs.

Financial & Technology Project Coordination

• Using technology and system platforms to coordinate & assist compliance reporting, assist in creating, and maintain electronic files, forms, contracts, & correspondence for finance and data teams in alignment with union policies & government compliance.
• Monitoring and reviewing compliance & presentation materials for organizational activities, to detect or assess problems; and maintaining permanent record-keeping systems.

• Coordinate & Track Project / Program Execution

• Review project implementation in planning and managing team goals, project schedules, and reporting progress, requiring managing project-related documentation.
• Liaising with project lead and other project managers to maintain project schedule; coordinating team members to keep workflow on track.

• Managing all project-related paperwork and materials, electronic work schedules with appropriate follow-up.

• Documentation / technical writing & financial reporting

• Ability to create, consolidate, edit standard operating procedures, policies, processes, and presentations

• Initiate documentation for workplans, create workflows, project plan, and assist in coordinating communications cross-local.

• Ability to manage Intranet Platform on SharePoint

• Administration, organization, and content publishing for Finance & Data departments

• Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work in a fast-paced environment.
• Prepared to work at times, long and irregular schedule, as needed.

Collaboration & Communication

• Develop and maintain constructive and cooperative working relationships by encouraging and building mutual trust, respect, and cooperation within working groups and teams
• Support collaborative union culture through exemplifying Local’s Mission, Vision, Values, and Leadership Practices.
• Understand cross-local policies, procedures, and enforcement
• Communicating with Persons outside the Organization, representing the organization to members, partners, the public, government, and other external sources on behalf of executives

Criteria for Evaluation:

• Maintain working relations with other staff and members
• Balance conflicting demands successfully
• Work independently
• Utilization of technology, organizational tools, and ongoing mastery of system platforms
• Attention to detail, accuracy in implementing policies and procedures
• Carry out assigned responsibilities in a competent and professional manner in keeping with the Local’s overall goals and expectations
• Proven record of experience…