Temporary Confidential Assistant

General Description

This position provides skilled confidential administrative support to the Associate Executive Director in the Communication and Research Division (CRD) with minimal supervision. Assists in coordinating the work of the Associate Executive Director and provides support for projects and campaigns across CRD. Coordinates calendars and special projects; schedules meetings; responds to requests for information; and assists in managing the flow of work through the Division.

Duties and Responsibilities

• Coordinates requests for meetings; makes travel arrangements; and coordinate logistics for CRD and other CTA meetings.
• Copy edits reports, member emails, press releases, and other materials as needed.
• Plans, coordinates and follows through on a wide range of complex special projects.
• Handles and responds to CRD inquiries and requests and directs them to related departments, offices, and staff as appropriate.
• Prepares and coordinates distribution of various materials and information to union leaders and staff.
• Prepares and coordinates distribution of confidential and other materials for various committees and workgroups, and other meetings.
• Organizes and maintains CRD files and other division wide systems.
• Assists with CRD budget tracking and coordinates submission and payment of invoices and vendor contracts with related CTA departments.
• Performs other appropriate duties and projects as assigned.

Qualifications

• High school diploma/equivalent and three (3) years of relevant executive administrative experience.
• Demonstrated ability to effectively organize and prioritize work, and exercise sound judgement.
• Demonstrated ability to exercise planning, coordinating and follow through on large complex projects, including development of project management plans and deadlines independently.
• Strong attention to detail and the ability to manage multiple projects at once in a fast-moving environment.
• Strong writing and copy editing skills.
• Ability to work cooperatively with co-workers in a complex organizational system.
• Proficiency in the use of a variety of software programs, including all Microsoft Office programs, as well as an ability to learn and use all CTA software applications.
• Ability to communicate clearly, orally and in writing.
• Ability to organize, schedule, and coordinate complex system functions, calendars, and records/information.
• Understanding of unions and membership-based organizations.
• Demonstrated ability to maintain confidentiality.
• Ability to travel and work overtime as needed

Desirable Additional Qualifications:

• Knowledge of CTA''''s organization structure, department functions, executive and policy making bodies, and staff structure of CTA.