1.1 Special Assistant/Scheduler to the President and CEO

Voto Latino (VL) is seeking an administrative professional for a Special Assistant/Scheduler role. This person will assist the President and CEO in her daily work, including scheduling, researching, and other duties as assigned. Candidates should have experience in scheduling and using discretion. The Special Assistant/Scheduler will report to the President and CEO.

  • Manage the President & CEO’s daily calendar, scheduling all meetings and conference calls in coordination with internal staff and external contacts. This is a significant part of the Special Assistant/Scheduler role.
  • Coordinate speaking engagements and plan business trips: making all travel arrangements, preparing itineraries, and processing and reconciling all travel expenses.
  • Provide “gatekeeper” and “gateway” role to the CEO; make recommendations about her priorities to ensure her schedule is followed and respected by staff and external stakeholders.
  • Prioritize conflicting needs by handling matters expeditiously and proactively; follow-through on projects and assignments to successful completion under tight deadlines.
  • Review all incoming correspondence and communications to the CEO’s office, responding directly on behalf of the CEO, flagging communications requiring the CEO’s attention or identifying the appropriate person to handle any follow up.
  • Work closely and effectively with the CEO to keep her informed of upcoming commitments and responsibilities, following up appropriately.
  • Ensure all follow up from the Office of the CEO is completed in a timely and professional manner; this includes following up with staff and external stakeholders as needed.
  • Prepare or coordinate with other departments all presentations, key talking points and briefing materials for meetings, events, media interviews for the CEO.
  • Serve as the primary liaison to the Board of Directors, including coordinating and managing quarterly board meetings.
  • Provide research support on various topics related to Voto Latino work.
  • Assist the CEO with personal requests as needed.
  • Perform office related duties, such as answering the phone, checking and distributing mail, and ordering office supplies.
  • Travel with the CEO as needed.
  • Serve as the back-up for the Finance and Operations Associate.
  • Perform other duties as assigned.
  • Bachelor’s degree
  • 1 to 2 years’ experience in a Scheduler or Special Assistant role
  • Ability to interact professionally with industry leaders and executives
  • Exercise discretion with sensitive information
  • Strong written and verbal communication skills
  • Experience meeting deadlines in a fast-paced environment
  • Ability to work individually and in a team environment
  • Be a strong self-starter who is highly organized
  • Creative problem solver
  • Consistent record of juggling multiple tasks
  • Demonstrated commitment to and awareness of Latino civil rights and/or issues of social justice

Salary is commensurate with experience. Voto Latino also offers competitive benefits, including health insurance, and vacation leave.

Deadline: Applications will be considered until the position is filled.

Send your resume and cover letter to hr@votolatino.org. Please use “Special Assistant/Scheduler to the President and CEO” in the subject line.

Founded in 2004, Voto Latino is a dynamic and growing non-partisan organization whose civic engagement campaigns have reached an estimated 55 million Latino households nationwide. United by the belief that Latino issues are American issues and American issues are Latino issues, Voto Latino is dedicated to bringing new and diverse voices into the political process by engaging youth, media, technology and celebrities to promote positive change.

Voto Latino is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We do not discriminate in employment opportunities or practices on the basis of actual or perceived race, color, religion, national origin, sex (including pregnancy, childbirth or related medical conditions), age, marital status, sexual orientation, gender identity or expression, veteran status, uniform service member status, disability or any other characteristic protected by law. Women, people of color, including bilingual and bicultural individuals, LGBTQ persons, and people with disabilities are encouraged to apply.

Washington, DC

About Voto Latino

Voto Latino is a nonpartisan organization that empowers Latino Millennials to claim a better future for themselves and their community. United by the belief that Latino issues are American issues and American issues are Latino issues, Voto Latino is dedicated to bringing new and diverse voices to develop leaders by engaging youth, media, technology and celebrities to promote positive change.

Voto Latino is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We do not discriminate in employment opportunities or practices on the basis of actual or perceived race, color, religion, national origin, sex (including pregnancy, childbirth or related medical conditions), age, marital status, sexual orientation, gender identity or expression, veteran status, uniform service member status, disability or any other characteristic protected by law. Women, people of color, including bilingual and bicultural individuals, LGBTQ persons, and people with disabilities are encouraged to apply.


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