Executive Assistant

Poder Latinx is a civic and social justice organization dedicated to building and strengthening the political power of the Latinx community nationwide. The organization leads an integrated voter engagement program where all aspects of voter engagement, issue-based campaigns, leadership development, voting reform, voter protection, and narrative change form a continuous cycle of political engagement and consciousness. Through our work, Poder Latinx empowers and equips the Latinx community to become agents of change.

With field programs in six states (FL, AZ, GA, CA, WA, TX), Poder Latinx is entering an exciting period of growth. This involves investing in strong internal operational infrastructure, organizational planning, and internal processes to enable effective collaboration across the organization.  

The position: The Executive Assistant will provide critical administrative and project management support to the Executive Director. They will be a thoughtful, well-organized, and creative team player who can assist in advancing the executive office’s goals by supporting scheduling, calendar management, and relationship management. In addition to providing executive administrative expertise, this position will assist project management for national initiatives and partnerships, and serve as a liaison to external stakeholders. 

Key responsibilities 

• Maintains the Executive Director’s schedule of meetings, conferences, and teleconferences, including screening meeting requests.
• Supports the Executive Director to prepare for upcoming meetings, conferences, and assignments, including the development of briefing materials.
• Arranges travel itineraries and arrangements for the senior leadership team.
• Supports financial administration, including reimbursement management, expense reporting, and purchase card reconciliations.
• Assists with scheduling and preparing agendas for program meetings, and ensures timely follow up on next steps.
• In partnership with the Executive Director, sets priorities for correspondence and calls. Supports delegation as needed. 
• Drafts and edits communications to external stakeholders and internal staff, as requested. 
• Assists with preparing presentations for speaking engagements, including conferences and board meetings. 
• As requested, accompanies the Executive Director to meetings to support with notes and to manage action items.
• Leads special projects under the direction of the Executive Director. 
• Performs other job-related responsibilities as assigned.

Qualifications 

The ideal candidate will be an experienced administrative professional. They will bring experience supporting leadership teams in a non-profit setting, exercise sound judgment, be able to manage sensitive and/or confidential information, and be able to work independently and collaboratively as part of a national team. Specific qualifications include: 

• At least 4 years of experience supporting senior leadership with program administration.
• Ability to successfully manage periods of ambiguity to ensure effective program delivery. Ability to multitask and adjust to changing circumstances.  
• Detail-oriented with excellent organizational skills and ability to meet deadlines.
• Experience facilitating coordination with program managers to support a collaborative, effective work environment.
• Ability to effectively manage complex interpersonal dynamics with diverse stakeholders. 
• Experience managing complex projects and multiple priorities in a fast-paced environment. 
• Effective written and verbal communication skills with diverse audiences. 
• Strong approach to problem solving, project management and research skills.
• Ability to exercise sound judgment to manage sensitive and confidential matters.
• Proficiency in Google Suite applications required.
• A willingness to occasionally work extended hours to meet critical deadlines or address urgent projects. Irregular work hours may be required. 
• Oral and written Spanish proficiency preferred. 
• Ability to travel as requested. 
• Strong understanding of and commitment to Poder Latinx’s vision and mission. 

Preferred Qualifications

• Knowledge of key stakeholder groups, including labor, media, and civic engagement tables.
• Experience working within a national organization with programs across multiple geographies 

The salary for this position is $45,000-$55,000. Benefits include a generous health benefits and time off package including healthcare, dental and vision coverage at no cost to the employee, 3 weeks of vacation (1 week fixed) as well as sick leave and paid family leave. Retirement benefits include 403b with a match and life insurance and disability benefits included.

Benefits include a generous health benefits and time off package including healthcare, dental and vision coverage at no cost to the employee, 3 weeks of vacation (1 week fixed) as well as sick leave and paid family leave. Retirement benefits include 403b with a match and life insurance and disability benefits included.