Executive Specialist

SUMMARY

Unidos

US, previously known as NCLR (National Council of La Raza), is the nation's largest Hispanic civil rights and advocacy organization. Through our unique combination of expert research, advocacy programs, and an Affiliate Network of 300+ community-based organizations across the United States and Puerto Rico, Unidos

US simultaneously challenges the social, economic, and political barriers that affect Latinos at the national and local levels.

The Executive Specialist is responsible for coordinating a range of key tasks and projects supporting the Office of the President.

Responsibilities include:

coordination of Office of the President Guest Relations alongside other component leads for Unidos

US signature and special events; comprehensive planning and on-site support for Unidos

US Board of Directors meetings; monthly budget monitoring; coordination of the President and CEO's schedule; processing Amex expense reports and reconciliations, vendor payments and reimbursements; screening incoming calls and mail/email requests, handling office mailings, ordering supplies, assisting in complex travel arrangements and itineraries for the President and CEO, as well as other general support to Unidos

US Cabinet, Leadership Team and the Unidos

US Board of Directors, particularly during special events and projects.

Success in this role requires a high level of initiative, independent work, well-developed organizational skills, close attention to detail, follow-through, strong interpersonal skills, and the ability to discreetly handle confidential information on a regular basis.

Responsibilities include four major sets of activities:

• Scheduling and Travel Support - coordination of the President and CEO's schedule, which changes frequently, assisting in complex travel arrangements and itineraries for the President and CEO
• Meeting/Event Planning - comprehensive planning and on-site support for Unidos
  
  US Board of Directors meetings; coordination of Office of the President Guest Relations alongside other component leads for Unidos
  
  US signature and special events
• Processing and monitoring of expenses - processing Amex expense reports and reconciliations, vendor payments and reimbursements; tracking of monthly expenses
• General Administrative Duties - screening incoming calls and mail/email requests, handling office mailings, ordering supplies,

Location: This position is hybrid, and will be based in Washington, DC. Unidos

US policy is to work onsite two days per week or as needed to fulfill the duties of the position.

Salary: $61,260-$72,000

Essential Functions:

Office Operations and Administration (60%)

• Ownership of all administrative processes for the Office of the President and ensuring compliance with Unidos
  
  US policies;
  Amex expense reports and reconciliation, RFPs/reimbursements/vendor payments, incoming calls/mail screening, office mailings, maintaining/updating President & CEO's contacts, greeting office visitors, office supplies order, travel arrangements, car service management, etc.
• Expense monitoring for Office of the President.
• Coordinate with the Chief of Staff the President and CEO's schedule and prepare materials for the President and CEO's meetings.
• Provide timely and detailed travel itineraries for the President and CEO.
• Demonstrate good judgment in decision-making within the guidelines provided.
• Demonstrate strong technical skills (editing, proofreading) as a peer reviewer.
• Make connections to the organization's big picture strategy/priorities.
• Regularly assist and coordinate tasks to support the Cabinet and Leadership Team.
• Present a professional demeanor when engaging with colleagues and external stakeholders.
• Research organizations, initiatives, vendors, and other topics as needed.
• Manage booking for Executive Conference Room, ensure room is well-maintained and properly set-up for meetings with key partners.
• Special duties in helping support organization's key stakeholders.

Administrative Support for the Board of Directors (20%)

• Build familiarity with Unidos
  
  US Board practices and standards, including understanding bylaws; knowledge of dates for meetings, elections, and other board occurrences; familiarity with board members and their committee assignments.
• Accurately recording minutes from board meetings, coordinate dissemination of notes with leadership and other relevant staff to create official meeting minutes.
• Collect and format documents for inclusion in board meeting materials.
• Provide direct support/assistance to Unidos
  
  US board members at Capital Awards, Annual Conference, and other special events.
• Build working rapport with Board members, considered a resource if they need assistance.

Meeting and Events (20%)

• Coordinate planning for board meetings, including researching and securing hotel blocks, meeting spaces and vendors; negotiating contracts; overseeing A/V and catering selection and set-up; ensuring appropriate signage and other meeting materials are printed, shipped, and on-site; arranging for guest transportation.
• Make a…