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Executive Assistant

Job in Seattle - King County - WA Washington - USA
Company: El Centro de la Raza
Full Time position
Listed on 2019-05-17
Job specializations:
  • Administrative
    Executive Assistant, Office Administration, Office Coordinator, Personal Assistant
  • Management
Job Description & How to Apply Below
Job Description

POSITION SUMMARY

Provides administrative support to the Executive Director.

ESSENTIAL FUNCTIONS

· Provides high level staff support to the Executive Director by handling routine correspondence, letter writing, phone calls, e-mail management, invitations for speaking engagements, thank you notes, mail retrieval from the central office & general scheduling of meetings and lunches. Meets with the Executive Director daily to bring to her/his attention e-mail request and phone calls that need a response and to establish priorities. Provides tours for guests of the Executive Office. Attends meetings with Executive Director when necessary. Errands and other miscellaneous administrative duties.

· Board Liaison: apart from the Executive Director, serves as the primary contact between the Board of Directors and the organization. Coordinates and staffs monthly meetings ensuring quorum is met, compiles board reports, maintains accurate minutes including Robert’s Rules of Order and sends out minutes for approval, updates annual board book to include all necessary documentation. Maintains a working knowledge of the bylaws. Other board liaison duties as assigned.

· Lobbying: Tracks the organization’s lobbying activities for annual reporting purposes.

· Events: leads/provides support for cultural events such as Cinco de Mayo, Annual Gala, Día de los Muertos and Las Posadas as well as other events scheduled throughout the year. Responsibilities include, managing event budget, securing entertainment and vendors, ofrenda participants (DDLM), organizing volunteers, coordinating with leadership to establish event theme, outreach and marketing, and day-of event troubleshooting.

· Marketing/Media: supports marketing efforts and campaigns for El Centro de la Raza’s economic development programs. Establishes and executes social media marketing plan that incorporates the organization’s Facebook, Twitter and Instagram pages. Maintains media directory and acts as the primary contact for news correspondences. Drafts press releases and public service announcements.

· Charlas: assists in scheduling weekly staff meetings, is responsible for ensuring recognition of staff birthdays on a monthly basis in coordination with the Executive Director and sends out official meeting communication to staff.

· Leadership Meetings: coordinates and collects items for weekly leadership meetings.

· Human Resources: develops biographies for Executive Director.

· Financial Records Management: assists Executive Director with organization’s bank accounts, updating accounts, checking credit accounts and processing payment requests. Responsible for keeping financial documents organized and in a safe location.

· Schedule Management: Works closely with Executive Director to update calendar and schedule meetings, events and other appointments. Makes travel arrangements including coordinating flights, accommodations, handling car rental reservations, dietary needs and other itinerary specifics. Confirms travel schedules and informs the Executive Director. Ensures that meetings, deadlines, presentations and other duties are carried out seamlessly. Serves as gatekeeper between the public, staff members and the Executive Director. Receives phone calls, emails and requests for meetings and coordinates various aspects of interdepartmental communication as necessary.

· Document Control: maintains office and organization records and paperwork. Ensures all legal requirements such as annual filing deadlines are met. Develops memos, letters and company invoices. Handles documents requiring Executive Director signature.

· Office Duties: includes ordering supplies, basic bookkeeping, filing and sorting mail.

· Maintains a daily work log and establishes daily priorities to ensure an organized workload.

· Provides translation of documents into Spanish, simultaneous translation during meetings, and translation during presentations and for special guests as needed.

· Provides trouble shooting of problems and administrative support.

· Maintains the checkout form for the Executive Office keys and the organizational technology chart.

· Attends weekly Leadership and Charla meetings.

· Supervises volunteers, interns and work-study students as needed.

· Special projects as assigned

· Other tasks as assigned.

MEASURABLE STANDARDS

· A successful candidate will support the mission, principles and goals of the organization.

· Exercises initiative in independent problem solving, skillful organizing and performing multiple tasks within the expected timeline.

· Understands the duties and responsibilities of the position and how it supports the overall organizational mission, goals and objectives.

· Demonstrates ability to maintain composure and work effectively in stressful situations.

· Ability to communicate effectively, demonstrates respect, and work effectively with multi-ethnic and culturally diverse populations. Awareness of the concerns of the Latino community and communities of color.

· Effective planning, time management, project management, and organizational skills.

· Must be able to maintain a neat and orderly work area.

· Ability to work cooperatively in a high-volume, fast-paced environment, and work well under pressure

· Well-developed proof reading & review skills.

· Must be able to maintain confidences and handle highly confidential materials.

· Must perform in a professional manner at all times.

JOB QUALIFICATIONS

Essential minimum skills, education, and experience:

· B.A. degree required.

· 5 years’ work experience.

· Work experience in an office environment and adherence to office protocol.

· Strong computer skills in Microsoft Windows & Excel.

· Must possess strong written and oral communication in Spanish & English

· Strong coordination skills.

· High level of professionalism and discretion.

· Maintains a valid driver’s license and proof of insurability.

WORKING CONDITIONS/ENVIRONMENT

Works in a general office environment a minimum of 40 hours per week. Works a flexible schedule, normally 9 a.m. to 6 p.m. Some flex scheduling for attendance at board meetings and other meetings/events as needed on evenings and weekends.

NOTES AND SPECIAL REQUIREMENTS

The above duties or working procedures describe the chief function of the job and are not considered to be a detailed description of every duty of the job. This position will require a 6-month evaluation period.

BENEFITS

This position is eligible for El Centro de la Raza’s full benefit package including medical/dental/life insurance coverage, 401(k) plan, paid vacation and sick leave, and eight paid holidays. In addition to these paid holidays, El Centro gives additional paid time off (up to 5 days) during the last week of December for qualified employees. El Centro employees also benefit from ongoing professional development opportunities.

Company Description

El Centro de la Raza is a voice and a hub for Seattle and Martin Luther King, Jr. County’s Latino community as we advocate on behalf of our people and work to achieve social justice. Through our comprehensive programs and services, we empower members of the Latino community as fully participating members of society. We also work to raise awareness with the public, and government, business and civic leaders about the needs of the Chicano/Latino community in the United States.

Position Requirements
Less than 1 Year work experience
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