Description

Benefits:

• Excellent Health benefits (100% employer paid for employee, $1000 deductible, 0% co-insurance)
• Life Insurance
• 12 paid holidays, vacation, and sick pay
• 401k (5% employer contribution)
• Car & Phone Allowance

The Organization

Mi Familia Vota (MFV) is the Latino led organization with the largest field operation in the nation that uses a holistic approach to building political power. We are located in 7 strategic states AZ, CA, CO, GA, FL, NV & TX. We engage our community around the most prevalent issues to ensure the construction of a healthy democracy and the advancement of a national Latino progressive agenda. MFV utilizes a variety of strategies to reach our community including citizenship, door to door voter education, registration and mobilization, issue organizing as well as leadership development, advocacy, accountability campaigns and litigation.

Mi Familia Vota is a 501(c)(4) organization and Mi Familia Vota Education Fund is a 501(c)(3) organization.

Senior Executive Assistant Overview

Mi Familia Vota (MFV) seeks an Executive assistant to provide executive support directly to the CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Senior Executive Assistant also serves as a liaison to the board of directors and executive teams; organizes and coordinates executive outreach; and oversees event planning. The Senior Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; taking meeting minutes; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• Edits and completes first drafts for written communications to external stakeholders
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

Event Planning & Execution

• Participates in the planning and establishment of goals and objectives for meetings, conferences, and/or events, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues.
• Evaluates program/event histories, budget considerations, contractual provisions, and exec recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
• Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events.
• Negotiates terms, executes, and administers multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures.

Board Liaison Support

• Serves as support to the the CEO’s administrative liaison for the board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and
• board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Executive Team Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings
• Manage executive filing systems and create agendas and projects on Asana
• Facilitates cross-divisional coordination of travel and outreach plans

Qualifications

Desired Qualifications:

• Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Consummate professional with strong emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various
• competing demands, and demonstrate the highest level of service and response
• Demonstrated ability to achieve high performance and meet deadlines in a fast paced
• environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficient in Google Workplace, Microsoft Office, and Social Media web platforms

Terms of Employment:

Location: Washington, DC (some travel required)

Salary Range: $60,000-70,000 based on experience. This is a full time salaried position that requires a willingness to occasionally work outside of normal business hours (on-call nights and weekends during campaign season).

How to apply:Send a cover letter and resume to naomij@mifamiliavota.org with Senior Executive Assistant in the subject line.

Anticipated Start Date: ASAP - position is open until filled.

Mi Familia Vota is an equal opportunity employer. We encourage women, people of color, immigrants, people with disabilities and LGBT candidates to apply. Mi Familia Vota, does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.