Executive Assistant

POSITION TITLE: Executive Assistant (Full-time, exempt) 
REPORTS TO: President & CEO 
STARTING SALARY: $45,000, commensurate with education and experience
DATE: August 2023 

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 

The Forum seeks an Executive Assistant to the President & CEO to enhance the President & CEO’s effectiveness and serve as liaison for President & CEO to all external and internal relationships. The Executive Assistant is expected to work autonomously to provide a full range of project management, scheduling, research, administrative, and special assignment support. This role requires flexibility, drive, resourcefulness, efficiency, superior organizing skills and attention to detail, effective time management, the ability to manage multiple priorities, excellent communications skills, and the ability to maintain confidentiality. 

Duties & Responsibilities 

Project Management 

• Coordinate and prioritize President & CEO’s day-to-day responsibilities 
• Participate in President & CEO’s commitments, including notetaking and following up on tasks 
• Assist in event planning and coordination as needed 

Relationship Management 

• Internal engagement across the organization and with key external stakeholders

• Cultivate relationships by scheduling meetings with potential individual, corporate, foundation donors and other external relations; assisting with any follow-up

• Edit, sign, and submit letters of recommendation

• Manage President & CEO’s social media and networking accounts (LinkedIn, The Chicago Network, LGC, etc.

Research & Presentations 

• Research and provide background information in preparation for President & CEO’s meetings 
• Conduct research to help strengthen organizational effectiveness (software, programs) and provide recommendations 
• Obtain data for presentations 
• Prepare for presentations and speaking engagements as directed by President & CEO 

Administrative 

• Support in maintaining institutional knowledge 
• Prepare and submit reports including timesheets, time off requests, board reports, check requests, and expense reports in a timely manner 
• In collaboration with Associate Director of Operations, assist with board-related activities, including draft agendas, prepare packets, make copies, notetaking, schedule meetings, and attend meetings as needed 
• Manage President & CEO’s workload by reading, routing correspondence, reviewing email, drafting letters and documents, collecting and analyzing information, initiating telecommunications 
• Coordinate travel and lodging for President & CEO for any out-of-town engagements 
• Maintain records of external partners that have met with President & CEO 
• Monitor and assist with tasks and projects taken on by President & CEO 
• Complete special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, and problem-solving 
• Welcome guests, in-person or on the telephone; answering or directing inquiries 
• Sign off on documents on behalf of the President & CEO 
• Other duties as assigned 

Requirements 

• BA preferred but not required. 
• Minimum two year’s work experience. 
• Exhibit tact and discretion at all times. 

Competencies 

• Superior communications, interpersonal, writing, organizing, scheduling, presentation, project management, and problem-solving skills. 
• Takes initiative and ability to work independently. 
• Experience with Microsoft Office programs, IT skills preferred. 
• Bilingual – English/Spanish a plus 
• Nonprofit or work in the Latino community a plus.  

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 

Work is regularly performed in a professional office environment and routinely uses standard office equipment. 

Compensation and Benefits 

Starting salary $45,000, commensurate on experience. Benefits include health and dental insurance; short-term and long-term disability; life insurance; 403(b) retirement plan with a company match; flexible spending account; PTO – vacation, personal, sick, and certain holidays; hybrid and flexible work schedules; partial cell phone reimbursement. 

To Apply 

Send a resume, one-page writing sample and cover letter to Resumes@latinopolicyforum.org, subject line: “Executive Assistant.” Applicants missing any required documents will not be considered. No calls please. 

The Forum is an Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity, sexual orientation, national origin, status as an individual with disability, age, protected veteran status, or any other status protected by law. POC are highly encouraged to apply.