Administrative Assistant - Communications

California School Employees Association

Administrative Assistant, Communications - San Jose, CA

Do you have a talent for organizing, planning, and maintaining a high-functioning department?  Can you prioritize your time with a strong sense of urgency?  Do you have an eye for detail with exceptional ability to make things happen? Do you have the discipline and drive to get results with a dynamic team? If so, let’s hear from you!

CSEA represents over 250,000 school employees who work in 750 school districts and community colleges in California. Our members are para-educators, administrative staff, food service, bus drivers and employees in IT, grounds, maintenance and operations.

Our union is dedicated to improving and expanding the rights of classified school employees by securing benefits, pensions, protections and funding for the service they provide.

If you believe our values for social justice, affordable health care and security for working families are worth fighting for, and if you are committed to advocating for the rights, dignity and welfare of working people and if you feel passionate about improving lives, our schools and communities, this opportunity will have special appeal to you.     

The Administrative Assistant - Communications provides support to the Communications department to ensure a smooth and seamless workflow within the department and with vendors, contractors and our satellite offices. 

Examples of duties: 

• Proofs and releases all organization-wide emails from the Communications Department 
• Compiles bulletins for weekly distribution of Leadership Mail
• Maintains master Association calendar and Communication calendars 
• Maintains and supports Comm1 internal work order system
• Manages yearly departmental publication review process
• Plans and prepares for meetings, activities, trainings, programs and events 
• Assists with purchase order process and review of the communications budget
• Observes, participates in, and assists with presentations   
• Prepares invoices, processes expense claims 
• Maintains and updates contracts & subscriptions 
• Manages and maintains inventory and office supplies  
• Creates and maintains office files and financial records 
• Copies, collates, files, ships materials  
• Prepares monthly communication reports 

Requirements & experience:

• Establish and maintain good relationships with others 
• Work cooperatively and independently
• Manage multiple projects simultaneously
• Instruct and train administrative personnel
• Exercise sound judgement
• Demonstrate initiative 
• Be flexible and adaptable 
• Analyze situations or problems and proactively adapt effective courses of actions
• Advise and guide others in reaching solutions to problems
• Handle difficult situations with diplomacy and tact
• Remain calm and think clearly under pressure
• Compose original correspondence and reports
• Handle confidential information 
• Learn and use Association databases and software programs
• Perform arithmetic, write, spell and use appropriate grammar and punctuation
• Communicate clearly and concisely
• Travel occasionally, work evenings and weekends when necessary

This position recruits from our San Jose Headquarters office.  CSEA has 12 offices in California with approximately 300 dedicated employees.   A complete list of offices and locations is on our website.  

CSEA offers outstanding salaries and benefits, including 19 paid holidays, 3 weeks’ vacation, medical benefits for you and your family, life insurance coverage, and a pension and 401(k) plan.   

Go to  www.csea.com/careers to apply. Upload your resume with a cover letter on the website that tells us why you’re passionate about wanting to change the world and convince us you’re a leader who influences leaders when you talk to them.

CSEA is proud to be an equal opportunity employer, committed to building and supporting a diverse workforce.

This is a non-exempt position under the Fair Labor Standards Act.

EOE/AA