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Administrative Assistant

The National Hispanic Caucus of State Legislators (NHCSL), an affiliate of The Council of State Governments (CSG), is the preeminent organization serving and representing the interests of Hispanic state legislators from all states, commonwealths, and territories of the United States. Our mission is to serve as a catalyst for joint action on issues of common concern to all segments of the Hispanic community; a forum for information exchange and member networking; an institute for leadership training; a liaison with sister U.S. Hispanic organizations throughout the country; a promoter of public/private partnerships with business and labor.

Job Summary

A position providing professional staff support, administrative assistance, customer service for NHCSL members, meeting support and departmental/interdepartmental coordination.

Essential Duties & Responsibilities

  • Review, analyze and process employee and member expense reports with accuracy.
  • Complete and submit staff travel expense forms, and other necessary CSG forms.
  • Review, analyze and process invoices.
  • Work with the direct supervisor in the distribution and reconciliation process of group credit cards. Oversee the purchase and monitor the use of group office supplies.
  • Handle routine incoming and outgoing correspondence as requested.
  • Serves as the main point of contact for all external vendors as it pertains to maintenance, facilities and equipment, such as J Street Properties, Xerox, 360 Hosted, Plus Three, etc.
  • Provide administrative and logistical support to staff in the planning, preparation and on-site execution of national conferences and other meetings.
  • Provide administrative support to NHCSL's core policy products, communications, programming and services.
  • Maintain an accurate calendar of policy, communications, and executive management staff travel and out-of-office commitments, vacations, etc.
  • Coordinate and maintain a calendar of internal and external policy, communications, and executive management meetings, upcoming deadlines and deliverables.
  • Coordinate with policy, communications, and executive management staff to ensure greater inter-organizational coordination of travel, member support, work activities and opportunities for collaboration between various groups.
  • Proactively oversee the coordination of the Executive Director's schedule and time, anticipating administrative needs based on internal/external meetings and obligations.
  • Support the Director of Meetings and Member Services with projects and tasks.
  • Other duties as assigned.

Other Duties & Responsibilities

  • Develop and implement methods and procedures, as well as provide staff support, for monitoring issues’ developments, partnerships, and strategic initiatives.
  • Gather content and interviews at a moment’s notice, with public officials, experts and community leaders for a solid and timely delivery of internal/external communications.
  • Develop appropriate standards to ensure quality, consistency, and integrity in all NHCSL communications and strategic deliverables.
  • Ensure NHCSL publications and products meet or exceed professional grammar, style and quality standards, following best practices from leading think tanks and public relations professionals, as applicable. 
  • Maintain an entrepreneurial culture within the NHCSL in order to facilitate the creation of external partnerships and funding opportunities (development) to advance NHCSL’s goals.
  • Oversee and/or participate in NHCSL and affiliate meetings and programs as necessary.
  • Interact with news organizations, reporters and media outlets in carrying out communications work.
  • Conduct outreach to state officials, as well as members of Congress and the White House Administration.
  • Provide staff support for presentations to policymakers, other national organizations, or other forums.
  • Develop communications tools that will help provide timely information to members, such as online webinars, state visits or through other forums.
  • Support the planning, organization, and execution of meetings which may include arranging for speakers, identifying topics, supporting logistical planning, and preparing information.
  • Oversee the work of interns and fellows doing communications work.

Skills & Abilities

  • Knowledge of office practices and procedures.
  • Knowledge of grammatical standards and the ability to adhere to those standards.
  • Possesses skills in operating various office equipment.
  • Ability to communicate, both verbally and in writing, with business contacts in a courteous and professional manner.
  • Proficiency in Microsoft Office and the willingness and ability to learn new systems.
  • Ability to organize, prioritize and complete multiple projects in a detail-oriented manner.
  • Skill and competence to work independently and ability to multi-task.
  • Self-motivated, able to take initiative and see complex tasks through to completion.
  • Ability to work collaboratively with multiple internal and external partners.
  • Experience working with databases.
  • Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.
  • Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.

Experience Requirements

  • High school diploma or GED required. Associates degree preferred.
  • Minimum two (2) years of administrative office experience.

Benefits

CSG believes that pay equity and pay transparency advance workplace fairness. Compensation will be equitable and based on experience. The salary range for this position, based in Washington DC is $42,000 to $55,000. This salary range is subject to change based on work location and market conditions.

Interested candidates must complete the online application and include their resume and cover letter. Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. CSG is an Equal Employment Opportunity employer.

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