Executive Assistant

The TransLatin@ Coalition is seeking an Executive Assistant (EA) to join its team! The EA will provides administrative and logistical support to the Vice President & Chief Operations Officer (COO). The Executive Assistant will manage and screen the Vice President & COO's emails, calendar, schedule meetings, organize travel arrangements, and handle various administrative tasks as requested such as submit invoices and prepare materials to be signed. The ideal candidate will have a minimum of three (3) years of previous executive support experience, possess excellent communication writing skills, and a high degree of discretion as highly confidential materials are required to be handled. The EA will also attend meetings on behalf of the COO and take notes at some meetings asked to attend to take notes and provide support and follow up. The EA will help prepare the COO for meetings and provide briefs about upcoming deadlines, actionable items, and standard meetings. This position will have a six-month performance probationary period upon hiring.

ESSENTIAL FUNCTIONS

● Attendance & punctuality.

● Be available to work at least forty hours per week.

● Manage the Vice President & COO's calendar, including scheduling and preparing meetings, coordinating travel arrangements, and organizing events.

● Handle all administrative tasks related to the Vice President & COO's office, including managing email communication, preparing reports and presentations, and tracking deadlines for reports and contracts.

● Stay in front of evolving day and agenda. As priorities shift, meetings run long, or unanticipated issues arise, take point on communicating changes to affected persons and facilitating rescheduling, re-prioritizing, or re-assigning to ensure nothing is dropped in transition, and no one is left hanging.

● Provide creative, strategic thinking to overcome challenges and optimize the productivity of the Vice President & COO.

● Serve as a gatekeeper and liaison, managing the Vice President & COO's email communication and calendar, organizing travel arrangements, and handling various administrative tasks.

● Ensure that all high-priority messages are highlighted and responded to in a timely manner.

● Advocate and plan for adequate margins in the Vice President & COO's schedule to account for breaks, meals, and personal needs.

● Demonstrate an understanding of where the Vice President & COO's time needs to be spent to be most effective.

● Identify and highlight critical timelines and responses.

● Must have legitimate transportation and current insurance to be able to run occasional errands, appointments and out of office site visits as needed.

● Bring creative solutions to explore and develop with the Vice President & COO.

MINIMUM QUALIFICATIONS- Knowledge, Skills, and Ability

Knowledge in managing a busy calendar, including scheduling meetings, coordinating travel arrangements, and organizing events.

Handle all administrative tasks related to the Vice President & COO's office, including managing email communication, preparing reports and presentations, and tracking deadlines.

Provide creative strategic thinking to overcome challenges and optimize the productivity of the Vice President & COO.

Serve as a gatekeeper and liaison, managing the Vice President & COO email communication and calendar, organizing travel arrangements, and handling various administrative tasks as requested.

Ensure that all high-priority messages are highlighted and responded to, in a timely manner.

Advocate and plan for adequate margins in the Vice President & COO’s schedule to account for breaks, meals, and personal needs.

Demonstrate an understanding of where the Vice President & COO’s time needs to be spent to be most effective.

Identify and highlight critical timelines and responses.

Bring creative solutions to explore and develop with the Vice President & COO.

Stay in front of evolving day and agenda. As priorities shift, meetings run long, or unanticipated issues arise, take point on communicating changes to affected persons and facilitating rescheduling, re-prioritizing, or re-assigning to ensure nothing is dropped in transition, and no one is left hanging.

Ability to handle multiple projects and incoming requests from the COO; experience taking the initiative and using independent judgment in non-routine matters.

Excellent time management with the ability to prioritize and work with a high level of accuracy within a fast-paced environment.

Exceptional attention to detail, highly organized and proactive in anticipating Vice President & COO’s and department needs; able to track long-term strategies/projects.

Strong communication skills: oral, written, and strong interpersonal communication skills to work effectively with high-level donors and stakeholders.

NON-ESSENTIAL QUALIFICATIONS- Knowledge, Skills, and Abilities

Experience and knowledge of MS Access and Gmail Suite.

Bilingual in Spanish and English is preferred.

Knowledge of specific policy needs and issues of TGI people.

Understanding how executive meetings are managed and keep notes and ensure there is continuous follow up on pending items.

Excellent writing and reading skills.

ENVIRONMENTAL CONDITIONS

● Ergonomically safe office environment with desktop computer, desk, chair, and natural light from windows.

● Occasional attendance to community events, conferences, and other meeting venues that the COO frequents. Must be comfortable with environmental conditions at the event locations, such as noise level, aggressive patrons, and substance use and abuse.

● As part of our commitment to maintaining a safe and productive work environment, candidates for this position may be required to undergo random drug tests. The drug test may be conducted at any stage of the hiring process and will be in accordance with applicable laws and regulations.

● Ergonomically safe office environment with desktop computer, desk, chair, natural light from windows.

SUPERVISORY RESPONSIBILITIES

● This position does not have supervisory responsibilities.

PHYSICAL REQUIREMENTS

● While performing this job, the candidate typically spends time sitting, standing, walking, frequently driving, carrying (max. 20 lbs), lifting (max. 20 lbs), listening, and speaking.

MENTAL REQUIREMENTS

● The candidate in this position must accommodate any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules, availability for on-call/duty after regular working hours, and exposure to inappropriate behavior and language of others.

BENEFITS

The following benefits are offered for full-time employees:

Employee Paid Medical – after a 60-day probationary period.

Employee Paid Dental – after a 60-day probationary period.

Employee Paid Vision – after a 60-day probationary period.

403 (b) 100% with a match by the organization – after 90-days.

Personal Time – after 90-days.

Vacation Time – after 90-days.

Sabbatical Time – after completing five years of employment.