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Senior Executive Assistant
posted on February 10, 2021 10:48

POSTING OF JOB VACANCY NOTICE

Posting Notice: 2021-04
Job Classification: Senior Executive Assistant
Salary Grade: Non-APSEA / Non-Exempt
Immediate Supervisor: Executive Director
Hiring Director: Executive Director

QUALIFICATIONS

  • Office Administration Experience
  • Proficiency: Microsoft Office / Outlook / Zoom
  • Confidential information trustee
  • Excellent telephone skills
  • Typing: 70 + wpm
  • Business report development
  • Ability to multi-task
  • Superior communication skills
  • Exemplary organizational skills
  • Ability to problem solve

INITIAL RESPONSIBILITIES

  • Assistant to the President and Vice President of the Allied Pilots Association
    • Maintain confidentiality in the Executive Office
    • Provide orientation to incoming National Officers and APA Board of Directors
    • Liaise between National Officers, Board of Directors, AA Company Management, APA Membership, and APA Staff Directors
    • Prepare and format correspondence to and from the APA President and the Company
    • Maintain calendars for the National Officers and coordinate appointments
    • Maintain general knowledge of all hot-issues to anticipate needs of the National Officers
    • Maintain permanent record and history of APA Board Meetings and transactions (file management)
    • Maintain all agreements and contracts (file management) signed by the APA President
  • Work closely with Parliamentarian, BOD Steering Committee and Committee Chairmen to prepare for monthly, regular, and VCC meetings:
    • Track deadline requirements for preparing the agenda
    • Communicate upcoming deadlines to BODSC and presenters
    • Update Division of House and roll-call forms for Parliamentarian, via monthly Membership Report
    • Prepare agenda drafts and coordinate distribution
    • Prepare agenda as required by Policy Manual & C&B
    • Prepare electronic and physical notebooks for National Officers
    • Provide all necessary documentation for each meeting to the parliamentarian
  • Assist with Resolution drafting:
    • Collect and ensuring accuracy of citation and language changes to PM and C&B (pre-meeting)
    • Ensure proper formatting (pre-meeting)
    • Assign official Resolution number into record and assign it Drafting Committee
    • Maintain resolution log and assignment of Drafting Committee work
    • Attend Drafting Committee sessions as back-up parliamentarian and/or typist
    • Repost resolutions to the website with final disposition (open, referred, final)
    • Communicate actionable items to those affected and track status to final disposition
  • Board Meeting Assistance
    • Maintain Motion Log and Tasking Order Log (to final disposition)
    • Proof and edit Board Meeting Minutes
    • Answer Policy Manual/Resolution inquiries, and assist in any research projects requested by NO/BOD.
    • Obtain pre and post meeting materials to include:   PPTs/Reports, Motion Log, Tasking Order Log, Minutes for adoption
    • Maintain BOD Meetings Page and Membership’s BOD Meetings Page (pre and post BOD Meeting)
    • Maintain and communicate DDR and Proxy Status – Request for permissions/terminations of same
    • Annually update templates for Resolutions, DDR and Proxy Forms
  • General Tasks
    • Maintain APA Master Database and Alumni Spreadsheet by documenting elections, appointments, and conclusion of National Officers’, Board Members’, and Committee members’ service.
    • Maintain BOD SharePoint page with current hot issues, such as:  weekly COVID-19 Task Force Meetings, Vaccination information, China Flying, Cares Act, Furloughs, Negotiations, 737 Max Return to Service, DOT and FAA Correspondence, other union documents, Management Correspondence, Hyperlinks Page etc.
    • Attend BOD informational calls, Attend Board Meetings when necessary, Assist with BOD Drafting Committee work by serving as back-up parliamentarian and/or typist
    • Order Eagle awards for APA Safety Award for Excellence for presentation at Fall Banquet
  • Perform other duties as requested by the Executive Director.

HOW TO APPLY: Send your cover letter and resume to Executive Director Andrea Duff via aduff@alliedpilots.org.

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About APA:

APA is a unique place to work.  We are the union representing the 15,000 pilots of American Airlines.

In accordance with the collective bargaining agreement between APA and the Allied Pilots Staff Employees Association, job openings covered by that agreement are posted for internal candidates first before being advertised externally.

APA Benefits:

401(k) Plan: APA deposits an amount equal to 10 percent of an employee’s gross pay every two weeks with each paycheck. In addition, if an employee contributes, APA will match up to 5 percent of the employee’s contributions.

Comprehensive medical benefits.

Two weeks’ vacation and two weeks’ personal time.

Business casual attire, with jeans every Friday.

The Allied Pilots Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.