Executive Assistant to the Office of the President and CEO

ABOUT

Equis is working to: create a better understanding of Latino communities, invest in innovative approaches to reach and engage them, and uplift the Latinx leaders of tomorrow who will implement and carry forward this important work. Since 2019, we have served as a hub of Latino polling, qualitative insights, and data, with analysis based on over 40,000 interviews, focus groups, online journals, ethnographies, and vote simulations. Equis is a leader in digital innovation, focused on message testing and experiments, anti-disinformation tracking, and digital capacity-building for grassroots groups. Equis is also committed to developing Latino leaders across the progressive space, serving as a convener of organizations and individuals leading Latinx-focused programs.

POSITION SUMMARY

Executive level administrative support for the executive office of the President and CEO of the organization, and general operational support for organization. This is a position for a self-motivated, administrative and organizational expert with experience supporting C-Suite executives. This role will report to the Director of Executive Office and Special Projects.

DUTIES AND RESPONSIBILITIES

• Maintain complex calendars for the President and CEO, both internally and externally, with a keen time management and prioritization.
  • Schedule and prepare for departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Review, prioritize and respond to all communication requests in a timely and professional manner.
  • Receives incoming communication including emails or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Draft, review, edit and send communications on behalf of the company executive.
• Filter and attend to day-to-day functions that are part of the executive's role. May attend meetings on behalf of the CEO, taking notes and recording minutes.
• Organize documents that help the executive focus on high-level leadership and strategy functions
• Support execution of Board of Directors meetings and prepare materials, logistics and agendas.
• Serves in a 'gatekeeper' capacity, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Manages logistical aspects of in-person meetings and special events. Coordinate travel arrangements, including accommodations, transportation, and meals
• Complete research and other duties as assigned.
• Input data for monthly expense reports
• Maintain and update contacts database
• Handle printing requests, online orders, and shipping orders
• Ability to operate effectively in a fast-paced environment with little supervision.

QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following:

• Relevant work experience - 3 years of relevant work experience as an assistant, scheduler, or paralegal (or equivalent) experience.
• Customer Service - Displays courtesy and sensitivity to all. Responds promptly to external and internal requests. Able to navigate high level principal relationships and sensitive situations with grace and thoughtfulness.
• Detail Oriented, Good Judgement and Preparation - Reviews documents, catches mistakes, crosses T's and dots I's. Exercise good judgment for scheduling and priority setting (and ask questions when needed). Able to anticipate various scenarios. Good judgment and instincts. Prepares principles for upcoming events and meetings. Exercises independent judgment with respect to matters of significance.
• Operational Excellence and Clear Communicator: Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner and communicates needs or points of clarification.
• Independent Problem Solving: Self starter. Does not always need to wait for direction. Develops and thinks through alternative solutions. Gather and analyze information skillfully. Identifies and raises problems in a timely manner. Resolves problems in early stages. Works well in group problem-solving situations. Exhibits excellent time-management skills. Has an ability to organize and coordinate multiple concurrent projects.
• Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to views. Builds morale and culture.
• Key Programmatic Experience : Excellent computer skills. Fluent in G-Suite and Google Sheets with willingness to learn software programs such as Slack, Mailchimp, Clickup, and Breezy.
• Discretion : Is able to maintain complete confidentiality and discretion on sensitive information related to the company and its employees.

THIS POSITION REPORTS TO

Director of Executive Office and Special Projects

LOCATION

Remote (USA), with occasional domestic travel according to CDC guidelines. Equis is a national remote office environment with team members located across all continental U.S. time zones. Candidates should be prepared to either work from home or at a location of their choosing that is located within the continental United States. Equis has implemented a pro vaccination policy, subject to exemptions. Candidates must be willing to follow the established policy to prevent and limit the exposure of COVID-19.

This position requires the ability to work core hours Monday through Friday in your local time. This position will require occasional evening work and some in-person attendance for all-staff, board or department-level events.

EMPLOYEE STATUS

Full-Time

SALARY AND BENEFITS
The salary expectation for this particular position is $65,000-$90,000, dependent on relevant experience and location. This salary range represents a good-faith estimate of what Equis may pay for this position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as budget availability and commensurate with the selected candidates' experience.

Our generous Benefits Package includes 100% Medical, Dental, Vision at no premium for employees, Company Paid Life Insurance, Health Reimbursement Account with employer contribution, Unlimited PTO, generous paid holidays, 4% Employer Match 401(k), Annual Professional Development Stipend, Work-from-home Stipend, Paid Parental Leave, Short-term disability, Long-term disability, wellness stipend and Emergency Relief Fund. Equis observes office-wide holiday closures in accordance with the federal government alongside additional summer and winter breaks.

HOW TO APPLY

Not sure you meet all qualifications? Let us decide! Please send your resume and cover letter here or via our career page. For your application to receive full consideration, please explain in your cover letter why you are interested in working at Equis and how your background and/or experience demonstrate your commitment to Equis's core goal of enhancing the well-being and power of the Latino community. In the submission of an application, your consent is provided to share your resume with partnering organizations.

NON-DISCRIMINATION STATEMENT

Equis believes in an open and inclusive work environment that encourages respect and is free from all forms of discrimination, harassment, including but not limited to sexual harassment. We embrace our differences as we prohibit unlawful discrimination on the basis of race, color, genetics, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, or military status in any of our operations. We prioritize not just equality, but equity in our practices and policies. Given who our employees are and the community we serve, we pay special attention to equity in the arenas of racial justice, gender justice, educational access, citizenship status, and language justice.

EQUAL OPPORTUNITY EMPLOYER

Equis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin or ancestry, ethnicity, sex, gender identity (including gender nonconformity and status as a transgender or transsexual individual), sexual orientation, marital status, age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, predisposing genetic characteristic, domestic violence victim status, or any other status protected by applicable federal, state, or local laws.

Equis is committed to providing reasonable accommodation to individuals with disabilities. If you need reasonable accommodation because of a disability for any part of the recruitment process, please email ptc @equislabs.us.