Administrative Coordinator

Replies within 24 hours Benefits: Dental insurance Health insurance Paid time off Parental leave Tuition assistance Vision insurance THE ORGANIZATION HACE is a national non‐profit organization dedicated to the advancement of Latino professionals. Since 1982, we have served as a resource for Latinos in the workplace and a source of expertise and insight for employers in attracting, retaining, and developing workforce leaders. HACE champions Latino professionals and their advancement in the workplace in partnership with employers and educational institutions. Visit www.haceonline.org for more information. POSITION HIGHLIGHTS The Administrative Coordinator is a critical member of the HACE team, providing high-level administrative, coordination, and operational support to the Executive Operations & Special Events Manager, President & CEO, and Chief of Staff. This role requires strong organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven, and collaborative environment. This position plays a key role in supporting executive effectiveness, internal operations, and organizational communication while contributing to an inclusive and well-functioning workplace. KEY RESPONSIBILITIES EXECUTIVE & LEADERSHIP SUPPORT Provide daily administrative support to the Executive Operations & Special Event Manager President & CEO and Chief of Staff, as well as other leaders as needed. Serve as a trusted administrative partner, helping leadership stay organized, informed, and focused on priorities. Manage Board of Directors activities, including updating the orientation guide, bylaws, and contact information as needed. Proactively manage and maintain complex calendars, anticipating scheduling conflicts weeks and months in advance and recommending solutions. Assist in email management and, when appropriate, draft and send correspondence on behalf of the CEO and Chief of Staff when appropriate. Review prospecting leads and schedule follow-up meetings with potential corporate sponsors, donors, foundations, community relations and other stakeholders for the CEO. Prepare meeting materials, including minutes, note-taking, follow-up summaries, and preparation of presentations. Assist in the planning and participation of weekly staff meetings, and other internal activities. Assist in the planning and execution of letters and mailings, including end-of-year thank-you letters, holiday letters, mailing cards to staff, sending items from the office to staff and stakeholders, and preparing in-person graduation materials to program graduates OFFICE, OPERATIONS & EVENT SUPPORT Provide general administrative and office support, including managing phone inquiries, mail, data entry, research, and database updates. Assist with Human Resources related administrative activities, including onboarding new staff. Support data collection, entry, outreach, and database management across departments. Provide administrative and logistical support during HACE’s Summit, awards dinner, program event, partnership/fundraising events, and other major events. Coordinate travel arrangements for HACE staff and volunteers. Perform other administrative duties and special projects as requested by leadership. QUALIFICATIONS Associate’s degree or equivalent experience required; Bachelor’s degree preferred. Minimum 3 years of experience as an Executive Assistant supporting senior-level executives in a fast-paced, constantly changing environment. Proven ability to handle multiple tasks effectively and meet deadlines. Demonstrated ability to manage complex calendars and competing priorities. Willingness to occasionally work outside of normal business hours as needed for events or during peak periods. Demonstrated ability and proficiency with the Microsoft Office Suite. Experience using essential workplace technology; familiarity with CRM systems preferred (HubSpot a plus). Must be self-motivated, flexible and able to manage multiple tasks with a strong attention to detail Exceptional customer service and relationship-building skills. Excellent verbal, written, and interpersonal communication skills Salary Range: $40,000-$55,000 Reports to: Executive Operations and Special Events Manager Location: Chicago-Based, Remote (but must travel locally in city of Chicago, 35%) Medical, Dental, Vision, 403(b) Match, PTO, Tuition Reimbursement, and 12 paid holidays HACE is an equal opportunity employer committed to building high‐performing teams that mirror the communities we serve. Flexible work from home options available. Compensation: $40,000.00 - $55,000.00 per year We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. ABOUT HACE The Hispanic Alliance for Career Enhancement (HACE) is a national non-profit dedicated to the employment, development, and advancement of current and aspiring Latino professionals. Since 1982, HACE has served as a resource for Latinos in the workplace and is a subject matter expert for corporations seeking to access diverse talent. Through professional development, resources, and networks, and by facilitating access to meaningful career opportunities, HACE helps Latinos succeed in every phase of their career. HACE works with employers to remain competitive in an increasingly dynamic economy by helping them attract, develop and retain Latino and diverse professionals. OUR VISION A world where Latinos reach their full potential for themselves and their communities. OUR MISSION To positively impact the American workplace by cultivating the pipeline of Latino talent and providing Latino professionals the insight, access, and support to be successful in their careers. OUR VALUES Achievement | Inclusion | Accessibility Excellence | Leadership