Executive Admin Position

POSITION: Executive Admin
LOCATION: Calabasas, California
REPORTS TO: President
JOB TYPE: Full Time

ORGANIZATION

Bleiweiss Communications Incorporated is a second-generation, thriving small business with big clients and an even bigger mission: improving the lives of working people and their families. The firm specializes in internal and external communications primarily in the Unionized retail food and drug industries.

POSITION DESCRIPTION

The Executive Admin is a highly organized, detail-oriented, and energetic person. The successful applicant will be required to perform an array of administrative duties including secretarial and bookkeeping assignments. This individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication skills, and the ability to maintain a realistic balance among multiple priorities. And while this description sounds oh so easy to manage and even easier to accomplish, the nuanced portion of this role is one that truly fits in the culture of the organization. The President is a second-generation business owner in need of a support team member who dabbles in mind-reading skills and magic talents (or is at least willing to work on them) and is eager to help others. This person will use initiative and the ability to self-manage or predict items needed, though not yet requested, and possibly not even known to be needed, but are delivered at just the right time and moment of realization.

A key accountability for this role is to deliver exceptional administrative and bookkeeping activities.

RESPONSIBILITIES | ACCOUNTABILITIES

  • Collaborate with current Admin (seeking to work remotely) to fully learn existing responsibilities.
  • Advocate for streamlined processes once existing processes have been learned and/or understood.
  • Identify and plan for upcoming events, programs, and conferences.
  • Assist in coordination of conference-related activities such as registration, recruitment of sponsors and attendees and other event-related logistics.
  • Facilitate bookkeeping activities utilizing Quick Books for Mac.
  • Perform effective execution of lead follow up and follow through.
  • Coordinate internally with President and remote team members on related activities.
  • Ensure effective stewardship and meaningful benefits from all efforts to the productivity and morale of the organization.

WORKING CONDITIONS

  • Collaborative and friendly team environment.
  • Competitive salary based on a collective bargaining agreement (aka union contract) with possible bonus payments after one year.
  • Potential to move into a Unionized Job after probationary period with:
    • Excellent health care benefits package
    • Defined-benefit Pension Plan

QUALIFICATIONS

  • 5+ years of bookkeeping expertise (Quick Books desktop for Mac)
  • 5+ years of experience and expertise in administrative and clerical procedures
  • Ability to balance multiple and competing priorities in a well-organized and self-directed manner on tight deadlines or timeframes, with a positive and supportive demeanor.
  • Proficient technical skills, analytical ability, time management, and strong operational focus.
  • Willingness to work a flexible schedule as an infrequent exception to the traditional 9-6pm M-F working hours.
  • Expert in communication, decision-making, management of leadership, organization, planning, project management, and multiple task management.
  • Ability to relate to people at all levels of the organization, possessing excellent interpersonal communication skills and abilities to build genuine rapport resulting in strong interpersonal relationships.
  • Bachelor’s Degree in Communications, Business Management, or related field strongly preferred.
  • Exposure to, knowledge of, and experience in the Labor Movement strongly preferred.
  • Candidates within South Ventura County or San Fernando Valley strongly preferred.
  • Commitment to the mission of the labor movement (improving the lives of working people and their families).

Bleiweiss Communications Incorporated is an equal opportunity employer and has a strong commitment to the principles of diversity and inclusion. All qualified applicants will be considered for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, gender expression, military status, prior record of arrest or conviction, citizenship status, current employment status, or caregiver status.