Executive Administrative Assistant

Job Summary
The International Association of Sheet Metal, Air, Rail, and Transportation Workers (SMART) seeks an experienced, organized, and proactive Executive Administrative Assistant to support the Office of the General President. With the addition of a third Assistant to the General President (AGP), the demands of the office are expanding. This position will provide critical administrative support to ensure efficient operations, coordination, and communication across the leadership team.

The Executive Administrative Assistant will work closely with the existing Executive Assistants, providing support in areas such as travel and expense management, meeting coordination, conference registrations, document preparation, and general administrative duties. This position is ideal for a professional who thrives in a fast-paced environment and is adept at managing multiple priorities with discretion and attention to detail.

General Duties/Responsibilities

• Provide high-level administrative support to the Office of the General President, including the General President, Assistants to the General President, and other senior staff as needed.
• Manage and coordinate complex calendars, including scheduling meetings, conferences, and appointments.
• Prepare and process travel arrangements, itineraries, and expense reports in accordance with SMART policies.
• Maintain and organize filing systems (electronic and physical), ensuring easy retrieval of documents and records.
• Assist in the preparation, proofreading, and editing of correspondence, reports, and presentations.
• Coordinate conference and event registrations, lodging, and related logistics.
• Serve as a liaison between the Office of the General President and other departments, affiliates, and external stakeholders.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Manage and screen incoming departmental calls.
• Support special projects and other duties as assigned to assist with departmental overflow and ensure seamless office operations.

Qualifications and Mandatory Skill Set

• Minimum of 2 years of experience providing administrative or executive support in a professional, fast-paced environment.
• Bachelor’s degree or equivalent experience preferred.
• Exceptional organizational and time management skills, with the ability to prioritize and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with modern office technology.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Proven ability to exercise discretion, confidentiality, and sound judgment.
• Experience supporting executives in a union, nonprofit, or public-sector environment preferred.
• Capable of working independently and as part of a team.
• Union experience a plus

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act (ADA), the following criterion must be met:

• Use of computer keyboard; and
• Sitting/standing for long periods and ability to travel by various means, such as train, plane, and automobile.

Job Type: Full-time

Pay: $75,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Do you have union experience?
• Do you have executive level administrative experience?
• Do you have 2-3 years of experience managing calendars, arranging travel and processing expenses for Executive Suite personnel?

Ability to Commute:

• Washington, DC 20006 (Required)

Work Location: In person