Executive Coordinator

Forum Mission

The mission of the Latino Policy Forum is to build the power, influence, and leadership of the Latino community through collective action to transform public policies that ensure the well-being of its community and society as a whole. Through advocacy and analysis, the Forum builds a foundation for equity, justice, and economic prosperity for the Latino community. By catalyzing policy change, the Forum works to improve education outcomes, advocate for affordable housing, promote just immigration policies and strengthen community leadership.

Position Summary

We’re looking for a proactive Executive Coordinator to join our dedicated team and provide high-level support to our executive leadership, including the President & CEO and Associate Director of Operations. In this role, you’ll be central to the day-to-day success of our organization — managing projects, developing and implementing internal operational policies and procedures, coordinating meetings, and facilitating communication across departments, board members, and external stakeholders. You’ll also play a key role in event planning and other initiatives that move our mission forward, all while handling sensitive information with discretion. As Executive Coordinator, your work directly supports the people who lead and sustain our organization. From keeping operations running smoothly to ensuring our leadership is prepared and organized, you’ll be a trusted partner whose contributions are felt across every level of the organization. If you’re passionate about making a difference, thrive in a dynamic environment, and excel at independently managing multiple priorities, we want to hear from you!

Duties & Responsibilities

Project Management

• Coordinate special projects, from planning to implementation, ensuring they are completed on time and within budget.
• Support the planning and logistics of events, board meetings, and other key gatherings, including managing invites, tracking RSVPs, and preparing materials.
• Coordinate and prioritize the President & CEO’s day-to-day responsibilities, mainly calendaring.

Relationship Management

• Serve as a primary point of contact for internal staff and key external stakeholders on behalf of the President & CEO and Associate Director of Operations.
• Cultivate and maintain relationships by proactively scheduling, coordinating, and following up on meetings and communications.
• Support board member engagement by facilitating timely communication and ensuring members have the materials and information they need.

Research & Presentations

• Research and provide background information in preparation for the President & CEO’s meetings, staff meetings, board meetings, etc.
• Provide recommendations to help strengthen organizational effectiveness (software, programs, vendors).
• Prepare materials for presentations and speaking engagements as directed.

Administrative

• Support in maintaining institutional knowledge.
• Assist with all board-related activities, including drafting agendas, preparing packets, making copies, taking notes, scheduling meetings, and attending meetings as needed, including four quarterly evening meetings each year.
• Support the maintenance and updates of agency files, manuals, organizational calendar, and staff directory.
• Organize and maintain files, records, and databases, ensuring data integrity and accessibility.
• Prepare and submit executives’ reports including timesheets, time off requests, board reports, check requests, and expense reports in a timely manner.
• Coordinate travel and lodging for the President & CEO for any out-of-town engagements.
• Maintain office inventory by ordering materials and office supplies.
• Welcome guests, in person or by telephone, answering or directing inquiries.
• Support with onboarding new staff.
• Assist with the maintenance of the organizational database.
• Support planning and logistics for internal meetings, staff gatherings, and retreats.
• Ensure compliance with document retention policies and maintain confidentiality of sensitive information.
• Assist with processing vendor forms and reimbursements to streamline operations as needed.
• Other duties as assigned.

Requirements

• Minimum of 4-5 years of progressive administrative or executive support experience, with demonstrated ability to work independently and exercise sound judgment.
• Bilingual (English/Spanish) preferred — reading, writing, and speaking.
• Demonstrated ability to exercise tact and discretion at all times.

Competencies

• Strong communication, interpersonal, writing, organizational, scheduling, presentation, project management, and problem-solving skills.
• Demonstrated initiative and ability to work independently and manage multiple priorities.
• Exercises sound judgment and professionalism in all communications.
• Proficient in Microsoft Office Suite; familiarity with IT systems and general troubleshooting a plus.
• Experience with data management; Salesforce or similar CRM experience preferred.
• Collaborative, adaptable, and able to work effectively with diverse teams and stakeholders.

Physical Requirements

Must be able to perform essential duties satisfactorily with reasonable accommodations. Work is generally done sitting, talking, hearing, and typing. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading.

Work Environment

The organization operates in a professional, hybrid work environment with in-office days from Tuesday through Thursday and remote work on Mondays and Fridays, with exceptions for mandatory onsite work, quarterly evening board meetings and events. Work is performed in a standard office setting and routinely involves the use of standard office equipment.

Compensation and Benefits

Starting range is $55,000 – $60,000, commensurate with experience. We are committed to the well-being and growth of our team and offer a comprehensive benefits package, including:

• Health and dental insurance
• Short-term and long-term disability
• Life insurance
• 403(b) retirement plan with company contribution
• Flexible spending account
• PTO — 10 vacation, 3 personal, 12 sick, and 11 holidays
• Hybrid and flexible work schedules
• Cell and internet stipend
• Professional development stipend and access to online training, Employee Assistance Program (EAP), discount programs, and financial advisory services

Compensation Philosophy

The organization uses a consistent process to determine salaries, considering current market benchmarks, relevant experience, and education. To promote fairness and transparency, salaries are set as non-negotiable. This approach helps ensure equity across roles and levels within the organization.

• Health and dental insurance
• Short-term and long-term disability
• Life insurance
• 403(b) retirement plan with company contribution
• Flexible spending account
• PTO — 10 vacation, 3 personal, 12 sick, and 11 holidays
• Hybrid and flexible work schedules
• Cell and internet stipend
• Professional development stipend and access to online training, Employee Assistance Program (EAP), discount programs, and financial advisory services

Full professional proficiency in English (written and verbal). Must be highly communicative and comfortable handling professional phone calls and emails.

Bilingual Skills (Spanish): Conversational Spanish is highly appreciated. The role is primarily in English, but the ability to occasionally answer calls or assist a Spanish-speaker is a strong plus.