Administrative Coordinator
HACE
•
Chicago, IL
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Entry level
Posted April 3, 2026
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Responsibilities
Commitments
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.
Commitments
Coordinate travel arrangements for HACE staff and volunteers.
Willingness to occasionally work outside of normal business hours as needed for events or during peak periods.
Reports to: Executive Operations and Special Events Manager
Location: Chicago-Based, Remote (but must travel locally in city of Chicago, 35%)
Flexible work from home options available.
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Requirements
- 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.
- 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
Preferred Skills
- Experience using essential workplace technology; familiarity with CRM systems preferred (HubSpot a plus).
Education
- (Required) – Associate’s degree or equivalent experience required; Bachelor’s degree preferred.
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.
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.