To apply, please email your cover letter and résumé to Margarita Avila at [email protected]. Please include "Executive Assistant & Operations Coordinator Application" in the subject line of your email.
Reports to: Executive Director
Location: Madison, Wisconsin
Work environment: Full-time, on-site
This is a highly collaborative position that depends on building strong relationships with staff, students, employers, Board members, funders, volunteers, and community partners. We believe the strongest organizations are built through authentic relationships, effective communication, and well-designed systems.
The Executive Assistant & Operations Coordinator is expected to maintain a consistent on-site presence at the Academy while regularly participating in leadership meetings, Board meetings, employer visits, graduation ceremonies, community events, and organizational activities. Because this position serves as the Executive Director's primary operational partner, this is a fully in-person position.
About the Latino Academy of Workforce Development
The Latino Academy of Workforce Development creates pathways to economic opportunity through adult education, workforce training, English language learning, digital literacy, entrepreneurship, career development, and supportive services. Every year, hundreds of adults gain the education, industry credentials, and confidence needed to build stronger futures for themselves and their families.
Our work extends beyond workforce training. We collaborate with employers, educational institutions, government agencies, and community organizations to strengthen the regional workforce while creating greater access to education, employment, and economic mobility for historically underserved communities.
As the Academy continues to grow, we are investing in the people and systems that will strengthen our long-term capacity and organizational effectiveness.
Position overview
The Executive Assistant & Operations Coordinator serves as the Executive Director's right hand, ensuring that organizational priorities move forward efficiently while strengthening the administrative systems that support the Academy's continued growth.
This position is much more than executive support. It combines executive administration, project management, organizational operations, Board support, communications coordination, and administrative leadership into one highly collaborative role.
Working closely with the Executive Director and leadership team, you will help transform ideas into action by coordinating projects, tracking organizational priorities, improving internal systems, supporting strategic initiatives, and ensuring that important work moves forward efficiently.
This is an ideal opportunity for someone who enjoys building systems, improving processes, solving problems, and helping a growing nonprofit organization operate at a higher level.
If you're energized by meaningful work, enjoy creating order from complexity, and thrive in a fast-paced environment where no two days are alike, we'd love to hear from you.
First-year priorities
Success during your first year will focus on strengthening the Academy's organizational capacity and improving operational efficiency.
Strengthen executive operations
- Develop systems that improve executive workflow and organizational coordination.
- Manage the Executive Director's calendar and organizational priorities.
- Improve meeting preparation, follow-up, and accountability.
Improve organizational systems
- Develop efficient administrative workflows.
- Create organizational templates and standardized procedures.
- Improve document management and filing systems.
- Coordinate organizational calendars and key deadlines.
Strengthen board support
- Coordinate Board and committee meetings.
- Prepare Board packets and meeting materials.
- Track Board actions and governance documents.
Coordinate organizational projects
- Assist with implementation of strategic initiatives.
- Monitor project timelines and organizational priorities.
- Ensure follow-up on key action items.
Improve administrative infrastructure
- Coordinate grant administration and reporting deadlines.
- Improve donor acknowledgment systems.
- Support organizational events and community engagement activities.
- Develop systems that allow the Academy to continue growing efficiently.
Primary responsibilities
Executive support
- Manage the Executive Director's calendar, scheduling, and correspondence.
- Coordinate meetings with staff, Board members, employers, funders, elected officials, and community partners.
- Prepare agendas, meeting materials, and presentations.
- Take meeting notes and monitor follow-up actions.
- Coordinate travel, conferences, and special events.
- Assist with confidential projects and executive communications.
Operations and project management
- Coordinate organizational projects and strategic initiatives.
- Track deadlines and monitor progress toward organizational goals.
- Develop and improve administrative systems and workflows.
- Maintain organizational policies, procedures, and operational documents.
- Coordinate organizational calendars and internal communications.
- Coordinate
Board and governance support
- Coordinate Board and committee meetings.
- Prepare Board packets and supporting materials.
- Maintain governance records.
- Track Board actions and committee assignments.
- Support Board communications.
Administrative and program support
- Coordinate graduation ceremonies, career fairs, and organizational events.
- Assist with employer meetings and community engagement activities.
- Maintain organizational files and records.
- Coordinate contracts, forms, and administrative documentation.
- Support program logistics as needed.
Grants, fundraising and communications support
- Maintain grant and reporting calendars.
- Organize grant files and supporting documentation.
- Coordinate donor acknowledgments and stewardship activities.
- Assist with newsletters, presentations, reports, and organizational communications.
- Coordinate the development and distribution of organizational communications across print, digital, and social media platforms.
- Assist with the coordination of social media content, website updates, and communication materials by working with staff, consultants, and external vendors to ensure timely, accurate, and consistent messaging.
- Help maintain editorial calendars, track communication projects, and support implementation of the Academy's communications strategy.
- Support fundraising events and special initiatives.
What we are looking for
We recognize that exceptional operations professionals come from many different backgrounds. If your experience doesn't match every qualification listed below, but you believe your skills align with this opportunity, we encourage you to apply.
We're looking for someone who enjoys creating systems, solving problems, coordinating projects, and helping organizations become more effective.
Experience
Candidates may have experience in one or more of the following areas:
- Executive administration
- Office management
- Nonprofit administration
- Project management
- Operations coordination
- Higher education
- Workforce development
- Business administration
- Government administration
- Customer or client relations
We're especially interested in candidates who can demonstrate transferable skills such as:
- Managing multiple priorities simultaneously.
- Building effective organizational systems.
- Coordinating complex projects.
- Working independently while maintaining strong collaboration.
- Exercising sound judgment and discretion.
- Communicating professionally with diverse stakeholders.
Knowledge and skills
- Outstanding organizational skills.
- Exceptional attention to detail.
- Excellent written and verbal communication.
- Strong project management abilities.
- Ability to prioritize competing demands.
- Professional judgment and discretion.
- Experience coordinating meetings and events.
- Microsoft Office and Google Workspace proficiency.
- Ability to learn database and project management software.
- Comfortable working in a dynamic, fast-paced environment.
- Commitment to continuous improvement.
Additional experience that would be helpful
While not required, experience in any of the following areas would strengthen an application:
- Board administration.
- Nonprofit operations.
- Grant administration.
- Event planning.
- Donor database management.
- Human resources support.
- Financial or budget administration.
- Website content management.
- Spanish language proficiency.
- Familiarity with the Greater Madison nonprofit community.
What success looks like
Within the first 12 months, the Executive Assistant & Operations Coordinator will have:
- Become the Executive Director's trusted operational partner.
- Implemented systems that improve organizational efficiency.
- Strengthened coordination of Board and leadership activities.
- Improved executive scheduling and organizational workflow.
- Established reliable tracking systems for projects, grants, meetings, and deadlines.
- Enhanced communication and coordination across departments.
- Helped create an administrative infrastructure that supports the Academy's continued growth.
Why join the Latino Academy?
This is more than an Executive Assistant position.
It's an opportunity to help build one of Wisconsin's most innovative workforce development organizations.
You'll work directly with the Executive Director and leadership team on strategic initiatives that shape the future of the Academy. Your work will help strengthen the organization's operations, improve collaboration, and expand opportunities for hundreds of adults pursuing education, workforce training, and economic mobility.
We believe great organizations are built through strong relationships, thoughtful systems, and continuous improvement. Your ideas, initiative, and organizational skills will have a direct impact on how effectively we serve our students and community.
We offer:
- A full-time, in-person position in a collaborative, mission-driven environment.
- Opportunities to work closely with community leaders, employers, educators, funders, and Board members.
- Professional development and opportunities for continued learning.
- Meaningful work that contributes to expanding educational and economic opportunity.
- The opportunity to help build the systems and organizational capacity that will shape the Academy's future.
Our commitment
The Latino Academy of Workforce Development is committed to building a professional workplace where talented individuals can do meaningful work, contribute their expertise, and grow alongside the organization.
We value collaboration, accountability, initiative, and continuous improvement. We hire professionals who are committed to excellence, take ownership of their work, and share our belief that education and workforce development can transform lives and strengthen communities.
We welcome candidates from all backgrounds whose experiences, perspectives, and skills will help us better serve our students, employers, and community partners. Together, we are building an organization that reflects the diversity, resilience, and aspirations of the communities we serve.
To apply, please email your cover letter and résumé to Margarita Avila at [email protected]. Please include "Executive Assistant & Operations Coordinator Application" in the subject line of your email.
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
