SUMMARY

UnidosUS, 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, UnidosUS 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 UnidosUS signature and special events; comprehensive planning and on-site support for UnidosUS 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 UnidosUS Cabinet, Leadership Team and the UnidosUS 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 UnidosUS Board of Directors meetings; coordination of Office of the President Guest Relations alongside other component leads for UnidosUS 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. UnidosUS 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 UnidosUS 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 UnidosUS 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 UnidosUS 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 concerted effort to work collaboratively with others at UnidosUS, show teamwork in preparing for and the execution of UnidosUS special events (i.e., Guest Relations for Capital Awards and Annual Conference).
• Manage invitations, RSVPs, and registrations for meetings and special events.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree from an accredited college or university or equivalent relevant on-the-job experience.
• Plus minimum of three (3) years of experience as an executive assistant or other relevant administrative support and scheduling experience.
• High degree of discretion and sensitivity to confidential matters and information.
• Must be able to work independently on multiple assignments and meet deadlines in a fast-paced quickly changing environment.
• Flexibility for occasional travel estimated at 10%.
• Demonstrated experience with and knowledge of the Latino community.

Preferred Qualifications

• Bilingual (Spanish-English) skills.

Skills and Abilities

• Steadfast commitment to UnidosUS mission, vision, and values: Excellence, Respeto, Accountability.
• Commitment to supporting and advancing the needs of the U.S. Latino community, Latino non-profit organizations, and the Latino market.
• Proficiency with Microsoft Office Suite, specifically Office 365.
• Experience with business and collaboration tools such as SharePoint, Monday.com (or similar project management software), Concur (or similar expense management platforms), and virtual meeting platforms including Zoom, Microsoft Teams, or Webex.
• Ability to organize a daily workload by priority.
• Excellent organizational and time management skills, as well as follow-through.
• A proactive approach to problem-solving with strong decision-making skills.
• Service-oriented and detail-oriented abilities.
• Good judgment, flexibility, and problem-solving skills.
• Excellent communication skills, both oral and written.

Competencies

• Project Management—Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Written Communication—Writes clearly and informatively, Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read to interpret written information.
• Ethics—Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Planning/Organizing—Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plan.
• Professionalism—Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Adaptability—Adapts to changes in the work environment; Manages competing demands. Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Dependability—Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Physical Demands and Work Environment

• Accurately complete detailed forms and reports.
• Coordinate multiple tasks simultaneously.
• Perform some repetitive motion activities.
• Sit for long periods of time.
• Frequently required to stand.
• Frequently required to walk.
• Frequently required to sit.
• Frequently required to utilize hand and finger dexterity.
• Frequently/Continually required to talk or hear.
• Occasionally required to lift/push light weights up to 25 pounds.
• Specific vision abilities required for this job include [close vision, distance vision, peripheral, depth, and ability to adjust or focus].
• Utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
• The noise level in the work environment usually is quiet to moderately loud.

COVID-19 Considerations: 

• UnidosUS follows CDC guidance and strongly encourages employees to stay up to date on vaccinations and practice a range of preventive measures to support their well-being and maintain a healthy work environment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.