Executive Assistant

Job Title: Executive Assistant
Organization: Living United for Change in Arizona
Status: Full Time salaried position
Reports to: Executive Director
Location: Must reside in Arizona within the legislative district
Salary Range: Salary Range 48,000 - 58,000 DOE

 

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ABOUT

Living United for Change in Arizona (LUCHA), is an organization led by changemakers fighting for social, racial, and economic transformation. 

 

At LUCHA, we organize low- and moderate-income and minority families to take action on the issues most important to them and advance the cause of social and economic justice for all.

 

POSITION DESCRIPTION:

Directly assist the Executive Director with a variety of administrative tasks to provide clerical and organizational support. 

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Maintain their calendar; set appointments; organize meetings, notify participants; confirm dates and times, reserve meeting space, prepare appropriate materials and supplies, attend meetings, take and prepare meeting minutes, and run various office errands and deliveries. 

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This position anticipates the needs in advance, and prioritizes workflow in key business priorities and strategies on an on-going basis. Successful candidates will enjoy working as a dedicated team member and demonstrate excellent communication skills.

ROLE AND RESPONSIBILITIES:

• Manage calendar for busy Executive Director, including travel, meetings with internal teams and external community partners, and tracking of all recurring meetings.

• Assisting the Executive Director with meeting preparation and attendance, including ensuring all meeting materials are provided. Serves as recording secretary for meetings, takes and prepares minutes. 

•  Capable and efficient in managing travel arrangements. Assist in planning and adhering to a budget; communication; airfare; lodging; venues; food; swag; cleaning; travel preparations; restrictions and documentation; and delegate for travel expense reports, etc. 

•  Compose correspondence, prepare presentations, reports, and other ad-hoc assignments, such as Google Slide presentations, collection, analysis, and summary of information using Google Sheets or other Google Suite programs. 

• Perform administrative support work including drafting, formatting, and proofreading.

• Maintain electronic and hard copy files for various programs in compliance with Records Retention Policy. 

• Prepare and submit expenses reports. 

• Timely distributes business communications. 

• Perform floor management support duties, such as stocking break room and office supplies once per week and occasionally cover for Front Desk, as needed. 

• Act as a liaison with other team members for effective communication and calendar syncing.

• Protect the integrity of confidential information in all matters. 

• Other duties as assigned.

QUALIFICATIONS:

Required:

• Bachelor's degree or an equivalent combination of education and experience of at least 3 years’ experience from which comparable knowledge and skills can be acquired as necessary.

• Ability to take on projects related to organization with minimal oversight. 

• Ability to have a flexible schedule including weekends, evenings, and holidays.

• Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, clearly communicating status updates. 

• Skilled in reviewing, screening, and prioritizing mail, email, and telephone calls.

• Must be proficient in the English language for both grammar and composition purposes and spelling to communicate effectively, to prepare reports, record minutes of meetings, and to compose routine correspondence and other directives. 

• Experience working with all levels within an organization is preferred. 

• Ability to work with and adapt to various personalities and all levels of personnel within the organization. 

• Proficient secretarial and analytical skills to include typing, filing, dictation, proofreading and editing correspondence, duplication equipment, and standard computer software programs, and electronic mail. 

• Advanced proficiency in Google email and its applications, Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Experience using a Mac or other Apple products is preferred, but not required

You will also:

• Know Spanish but not required

• Have a High School Diploma or Equivalent

• College and/or relevant work experience

• You must disclose previous employment and/or volunteer work history with ACE & LUCHA

• Mandatory dress code-Shirts will be provided, jeans and shorts are permitted as long as they are not more than 5 inches above the knee, and closed shoes (gym shoes) are acceptable.

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HOW TO APPLY:

To apply, please visit www.luchaaz.org/apply and submit your application directly through our website. Please attach a resume, cover letter, and list of professional references to your application. 

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RECRUITMENT COMMUNICATION:

Human Resources may contact you at various stages of the recruitment process if you meet the qualifications for the position. This contact will be via email or phone only. Please make sure your email address and phone number are accurate. 

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We do not accept walk-in, or hand delivered application materials nor applicant calls regarding open, pending, or closed positions.

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The above statements are intended to describe the general nature and level of work being performed by the person holding this position. It is not an exhaustive list of all duties and responsibilities. LUCHA /ACE reserves the right to amend and change responsibilities to meet organizational needs as necessary.

Equal employment opportunity and having a diverse staff are fundamental principles at LUCHA, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.