Senior Administrative Assistant

REPORTS TO: Deputy Director of Workplace Culture & Operations

CLASSIFICATION: Full Time, 1.0 FTE

FLSASTATUS: Exempt

LOCATION: Hybrid- ability for both remote and in-person work in the Portland Metro area

COMPENSATION: $60,000 - $70,000 DOE

ORGANIZATION BACKGROUND

Latino Network’s mission is to provide transformative opportunities, services and advocacy for the education, leadership and civic engagement of our youth, families and communities. Our work springs from the core belief in Latino community self-determination that is, the ability of community members to participate meaningfully in the decisions that affect their lives and the lives of their families. We actively partner across a variety of city, county, state, and community organizations to deliver training and support, a wide range of services, as well as influence policy.

BENEFITS & PERKS

Latino Network provides a generous benefits package that includes:

• Health Plans including Medical, Dental, Vision, and Alternative Care
• FSA - Flexible Spending Account for Medical & Dependent Care expenses
• 401k Plan with Match
• Employee Assistance Program
• Employer sponsored Life, AD&D and Short-Term Disability Insurance
• Paid Leave (Vacation, Sick, Sabbatical)
• $300 Home Office reimbursement
• $50 Monthly internet reimbursement
• Self - Care perks
• Team and family events

POSITION DESCRIPTION

The Senior Administrative Assistant serves as the Administrative Assistant for the Executive Director and Deputy Director of Workplace Culture and Operations. This senior-level role is pivotal in advancing the overall goals and objectives of Latino Network and serves as the primary support for and liaison between the Deputy Director, Executive Director and the Board of Directors, internal agency personnel, partners, and the public. The role involves close collaboration with the Executive Director, Deputy Director of Workplace Culture & Operations, and Senior Leadership to address key agency needs. Key responsibilities include:

ADMINISTRATIVE LEADERSHIP SUPPORT:

• Provides and manages administrative and logistics support for Senior Leadership meetings, agency wide Leadership (Directors) and Supervisors meetings, organization events and functions including retreats, task forces and committees as assigned, conferences, and the agency’s all staff meetings and annual In-Service week.
• Creates, edits, formats and translates various types of documentation, including agency-wide communications, letters, agendas, meeting minutes, survey forms and agendas as directed by Executive Director, Deputy Director of Workplace Culture & Operations and Deputy Director of Programs, in coordination with agency’s Communications Manager.
• Arranges or supports logistics for retreats, annual conferences and travel events as identified by Executive Director and Deputy Director of Workplace Culture & Operations.
• Supports the Executive Director & Deputy Director of Workplace Culture & Operations with team administrative support including but not limited to team meetings and activities, timely submission of timecard review and approvals, expense reconciliation, check requests and reports.
• Coordinates transportation, lodging, and other logistical matters for the Executive team.
• Support agency wide administrative projects and initiatives.
• Oversees Administrative and Internal Agency Calendar and ensures agency wide meetings/reminders or holidays are scheduled and communicated.
• Cultivates positive relationships with agency members, board, and community, emphasizing cultural diversity and inclusivity.
• Maintains positive, excellent customer service to donors, media, and community leaders via phone, email, and written correspondence.
• Works collaboratively in a team environment with a spirit of cooperation.
• Maintains punctual, regular and predictable attendance.
• Respectfully takes direction from supervisor.
• Other projects and duties as assigned.

BOARD RESPONSIBILITIES:

• Collaborates with the board chair and executive director to prepare board meeting agendas.
• Manages board meetings, calendar, and logistics, encompassing virtual, travel, accommodations, and event arrangements.
• Prepares executive committee meeting agendas and oversees executive committee meetings, managing related logistics.
• Takes lead of the board governance committee and facilitates quarterly board meetings, including annual retreats.
• Ensures readily available materials for board members, covering bylaws, articles of incorporation, policies, mission statements, and more.
• Manages annual conflict of interest forms and background checks for new board members.
• Manages board and board committee rosters, orientation, portal drive and board member recognition.

SKILLS, KNOWLEDGE, EDUCATION AND EXPERIENCE

• Minimum 5 years Administrative Assistant or executive leadership support experience required.
• 3 years minimum combination of large administrative events and project coordination experience required.
• Combination of education and training in relation to past experience with executive administrative assistance, event and project coordination, from inside and outside of the United States are considered equally. Transferable skills and lived experience will be considered.
• Highly proficient Bilingual (Spanish and English) writing and speaking communication skills required including, in-person, phone and email correspondence.
• Ability to communicate effectively and remain calm and courteous under pressure.
• Excellent organizational skills and ability to work independently with care, initiative and minimal supervision.
• Professional demeanor, tact, poise. Outstanding interpersonal team, and customer service skills.
• Must be customer service driven and have the capacity to correspond and work respectfully with other members of the agency and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.
• Ability to work well with all levels of internal management and staff, as well as with board, and external partners.
• Flexible; can change focus and priorities easily; able to shift priorities as needed in a fast paced, deadline-driven environment.
• Ability to handle confidential material in a professional manner.
• High accuracy, thoroughness, and exceptional follow-through and attention to detail.
• Excellent clerical and computer skills including knowledge and experience required.
• High proficiency with administrative tools and software including Adobe, Zoom, Microsoft Excel, Word and PowerPoint.
• Knowledge and experience with google suite and gmail calendar preferred.

ADDITIONAL REQUIREMENTS

• Evening and weekend availability may be required.
• Undergoing and passing criminal background check is required.
• Reliable car, valid driver’s license, and automobile insurance to travel safely to meetings, events and other worksites as needed.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee must regularly lift and /or move up to 25 pounds, frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds particularly during events. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; talk or hear and taste or smell. The employee is frequently required to stand; walk; sit and stoop, kneel, crouch, or crawl and spend the majority of time in an office environment. They may be required to perform minimal heavy lifting and walking during peak events and prolonged periods sitting at a desk and working on a computer.

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently exposed to wet or humid conditions (non-weather); outdoor weather conditions; extreme cold (non-weather), and extreme heat (non-weather). The noise level in the work environment is usually moderate.

TO APPLY

If you, or anyone you know, are interested in joining us in supporting our mission to positively transform the lives of Latino Youth families and communities, please submit your application, resume, and cover letter at: Careers

Successful completion of initial and ongoing employment screens, including but not limited to criminal background and vehicle record as required.

Latino Network is an equal-opportunity employer. We value and support diversity and inclusion to create a culture of dignity and respect.

We also invite you to learn more about us at www.latnet.org or on Facebook at https://www.facebook.com/latnet.